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Table of Contents
1
Regulation 8615.4P
Facilities and Transportation Services
Revised 05-11-10
Page
Chapter 1
Accident Reporting and Record Keeping 5
Chapter 2
Safety Education and Accident Prevention 7
Chapter 3
Traffic, Walking-Route, and Bus Safety 18
Chapter 4
Security, Emergency, and Disaster Preparedness 22
Chapter 5
Fire Safety 26
Chapter 6
Facilities 36
Chapter 7
Grounds 44
Chapter 8
Loss Control and Liability 49
Chapter 9
Chemical Safety 50
Chapter 10
Health and Biological Hazard Awareness 55
Chapter 11
Severe Weather 68
Chapter 12 72
Insurance and Self-Insurance

APENDICES
2
Regulation 8615.4P
Facilities and Transportation Services
Revised 05-11-10
Appendix A 76
Important Numbers
Appendix B 77
Animals in the Classroom
Appendix C 79
Haunted House (Fire Marshal guidelines)
Appendix D 82
Poisonous Plants
Appendix E 83
Prevention of Heat-Related Illness
Appendix F 85
Environmental Health Complaint Investigation Procedures
Appendix G 87
Portable Athletic Goals Anchoring, Securing, and Storage Guidelines
Appendix H 89
Fire Marshal Policy for Displays of Student Work and Decorative Materials in Schools
Appendix I 91
Fire Marshal Policy for Lobby and Corridor Furniture in Schools
Appendix J 92
Gasoline and Diesel Fuel Storage for Grounds Maintenance Equipment
Appendix K 94
Laboratory Emergency Preparedness

Introduction
3
Regulation 8615.4P
Facilities and Transportation Services
Revised 05-11-10
The Fairfax County Public Schools‟ Office of Safety and Security has the responsibility to develop a
safety and security program, to include loss prevention and control, and to execute this program to
meet the needs of Fairfax County Public Schools (FCPS). The office is directly responsible to the
assistant superintendent, Department of Facilities and Transportation Services, and is provided with
staff members, time, budget, and authority appropriate to its tasks.
The general areas of responsibility include, but are not limited to, the following:
In-service safety training
Accident prevention procedures development
Facility inspections - including theaters, playgrounds, outdoor facilities
Assist in transportation safety programs
Fire prevention techniques
OSHA, VDOT, EPA, and Fairfax County police, fire, and health department coordination
Emergency and natural disaster procedures
Chemical storage and hazardous waste disposal procedures
Indoor environmental quality investigations
Liability exposure identification
Develop, implement, and monitor techniques to manage risks
Safety audit program
Student walking route development
Occupational safety and health monitoring
Bloodborne pathogen exposure
All FCPS employees are responsible for these risk management areas:
Awareness of hazards
Avoidance of unnecessary dangers
Exercise of reasonable safety precautions
Documenting and reporting of risks
Assist in providing for a secure learning and work environment
Accurate reporting of claims
Prompt and appropriate actions in case of an emergency
Accident reporting
Managing Risks: A Safety Manual provides regulatory and procedural information relevant to the
safe and secure administration of the school division. Its purpose is to promote a greater
awareness of and participation in sound principles of managing risks and to help staff members
understand specific FCPS procedures for handling various situations.

Management of Risk
4
Regulation 8615.4P
Facilities and Transportation Services
Revised 05-11-10
The concept of risk management includes everything that is done in an organization to promote
health and safety and to significantly reduce or eliminate liability claims or suits. In FCPS, risk
management involves the actions and efforts of all staff members in every school and office. It
depends upon the planning and implementation of the instructional program; the design,
construction, and maintenance of facilities; the operation of all FCPS vehicles and school food
services; the formation and implementation of personnel policy; and every other area of school
division operations.
The Office of Safety and Security (OSS) coordinates safety and security functions. It provides direct
service in the areas of security, inspections, environmental health, and safety. Each section has
distinct duties and responsibilities. The sections interact significantly, working closely together to
promote safety and health and to limit risk and injury. The Risk Management office, a component of
the Office of Finance, oversees liability claims, contract review, student accident reporting, and
unusual field trip approvals.
The objectives of FCPS are as follows:
Institute every practical measure available to eliminate injuries to students, employees, or
others and to prevent losses to property.
Protect the assets and resources of FCPS from a single loss or an accumulation of losses
that could affect significantly its financial position or its ability to perform some part of its
educational mission.
Achieve the above in an effective and efficient manner.
In recent years, matters pertaining to the management of risk in FCPS have grown in scope and
complexity. This growth has resulted in an increased need by personnel in schools and offices for
information and guidance regarding a wide range of issues.
The main objective of this manual is to provide guidance and procedures for an optimum degree of
safety and accident prevention in FCPS. Individual chapters provide information on specific topics.
The manual helps school and office personnel by answering frequently raised questions and
providing a broad range of information about safety and security along with risk management issues.
Most importantly, it clarifies where and whom to call about risk management issues and
responsibilities.
The telephone numbers for the various sections of the office and other useful phone numbers are
listed in Appendix A. The first section of each chapter lists the directives pertinent to the chapter
and gives a brief overview of the directive. Consult Policies, Bylaws, and Regulations for more
complete information.

I. REGULATIONS AND POLICIES
Chapter 1
Accident Reporting and Record Keeping
5
Regulation 8615.4P
Facilities and Transportation Services
Revised 05-11-10
A. Regulation 4720-Employee Work-Incurred Injuries-Workers' Compensation Benefits
Establishes procedures for reporting work-incurred injuries, determining eligibility for
workers' compensation, and processing claims.
B. Regulation 5780-Reporting Procedures for Vandalism, Theft, or Break-In
Prescribes procedures to be followed by school principals and program managers when
incidents of vandalism, theft, or break-in occur at schools or administrative facilities and
result in loss to contents or damage to facilities.
C. Regulation 5770-Reporting Student Injuries
Prescribes procedures for reporting injuries, whether caused by accidental or intentional
acts.
D. Regulation 8635 –Bloodborne Pathogen Post-Exposure Report: Medical Evaluation and
Follow-Up
II. STUDENT ACCIDENTS
The school principal or program manager should take the following action in the event of a
student accident.
A. Online Reporting
Student injuries should be reported online using STARS within five days of occurrences.
Make no assessment of responsibility or liability. (For the small number that result in
claims, a professional investigator determines if there is legal liability.)
B. Follow-Up Information
Provide information that was not available for the initial report on the online form.
C. Accident Prevention
Review accidents within the school to determine what actions should be taken to prevent
similar accidents in the future.
D. Record Keeping
Retain any handwritten documents pertaining to a student accident in the school for the
remainder of the school year or for four months, whichever is longer.
III. EMPLOYEE ACCIDENTS
The school principal or program manager should take the following action in the event of an
employee accident.
A. Accident Prevention

Review employee accidents for the school or office to determine what actions should be
taken to prevent similar accidents in the future. Call OSS if there are questions or if an
inspection is requested.
B. Initial Report
If the employee accident or injury appears to warrant it, each employee must call Liberty
Mutual (1-800-524-0740). If the accident involves exposure to blood (not simple contact
but transfer from person to person) refer to Regulation 8635 (current version) pertaining to
postexposure procedures for bloodborne pathogens. Specific questions concerning
workers' compensation should be directed to the Office of Benefit Services.
IV. CITIZEN ACCIDENTS
The school principal or program manager should take the following action in case of an
accident of a citizen.
A. Injury
Provide a Citizen Injury Claim # form for each incident that results in an injury to anyone
except "on-duty" employees or students during school-related activities. The involved
citizen has responsibility to complete the form and submit it to Risk Management,
Department of Financial Services.
B. Property Damage
Provide a Citizen Property Loss Claim form for each incident that results in citizen property
damage. The involved citizen has responsibility to complete the form and submit it to Risk
Management, Department of Financial Services.
V. EMERGENCY SITUATIONS
A staff member should contact OSS immediately to report the death of any employee or the
job-related hospitalization of three or more employees. Also, a staff member should contact
Risk Management immediately to report major damage to, or loss of, FCPS property.
VI. RECORD KEEPING
Periodic review of records by OSS provides information needed in evaluating the effectiveness
of safety programs and helps pinpoint areas needing improvement. In addition, records are
often needed to show that appropriate actions or preventive measures were taken prior to,
during, or following an incident or activity. The following chart lists reports, their retention time,
and frequency of review.
Accident Reports-Employee
Student
Fire Marshal's Inspection Report
Fire Drill Reports
RETENTION TIME
Current year plus five
18 years
Current year plus three
Current year plus one
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REVIEW FREQUENCY
Annual
Annual
Annual
Annual
Tornado Drills Current year plus three Annual

I. REGULATIONS AND POLICIES
Chapter 2
Safety Education and Accident Prevention
A. VOSH 1910.331-335, 339-Electrical Safety Standard
Stipulates electrical work-related practices designed to protect employees from the
risk of electrical shock.
B. VOSH 1910.146-Confined Space Standard
Establishes a procedure designed to protect employees from asphyxiation, engulfment,
entrapment, or other injuries that might occur in confined spaces such as unventilated
crawl spaces, grease traps, septic tanks, or boilers.
C. VOSH 1910.147-Lockout and Tagout (Control of Hazardous Energy Sources)
Describes the requirement for lockout and tagout of hazardous energy sources. Requires
that machines or equipment that are undergoing repair or service are properly
disconnected or rendered inoperable to prohibit unexpected energization, startup, or
release of stored energy that could cause personal injury.
D. Code of Virginia 22.1-275-Protective Eye Devices
Defines requirements concerning eye protection devices (e.g., where to use, standards to
use, and source of devices).
E. Policy 8615 -General Safety
Establishes the basis for procedures described in this manual.
.
II. SAFETY EDUCATION
A. Electrical Safety
1. Purpose
The electrical safety program describes electrical safety-related work practices
designed to protect employees from the risk of electrical shock or other injuries
resulting from direct or indirect contact with electrical circuits or equipment side
conductors, or installation of optical fiber cables when they are installed along with
electrical conductors.
2. Scope and Application
All employees facing a risk of electrical shock or other electrical hazards are covered
by the work practices described in the FCPS Electrical Safety program. Covered
employees include those who work in, near, or with premises wiring, wiring for
connection to supply, installation of outside conductors, or installation of optical fiber
cables when they are installed along with electrical conductors.
Employee groups that may reasonably be covered include building engineers,
custodians, electrical and electronic engineers and technicians, electricians, elevatedplatform
operators, industrial machine operators and service technicians, materialshandling
equipment operators, mechanics and equipment service personnel, painters,
scaffold assemblers and users, supervisors of affected personnel, tree trimmers,
welders, electrical inspectors, and mechanical inspectors.
B. Aerial Work Platforms–Genie Lift
The Aerial Work Platform (AWP) program meets the Virginia OSHA requirement to train
employees in the safe use of powered aerial lifts, scaffolds, and ladders. A similar
program exists to train students who use powered aerial lifts. In addition to being trained
in the safe use of the equipment, participants are taught to recognize problems, defects, or
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epairs that could contribute to an accident. For information on the training and program
requirements, or to review the student handbook, contact OSS.
C. Other References to Training
1. Fire Extinguishers-Chapter 5, VIII.B.
2 Bleachers-Chapter 6, III.
3. Science-Chapter 9, II.C.
4. Bloodborne Pathogens-Chapter 10, II.B.
III. ACCIDENT PREVENTION AND INJURY CONTROL
A. Inspections
The Office of Safety and Security
Concession stands, press boxes, storage buildings, ticket booths and other outdoor
athletic facilities at all FCPS sites will be inspected by OSS annually. Recommendations
resulting from this inspection will be given to the principal in a written report. Any
recommendation involving significant (immediately dangerous to life and health) structural,
electrical, plumbing or fire code violations must be corrected before the facility can be
occupied or used.
B. Respiratory Protection
The FCPS Respiratory Protection program establishes a procedure governing the use of
respirators by FCPS employees. Its provisions shall meet or exceed the requirements of
the Virginia OSHA Standard. The procedure applies to all FCPS employees assigned to
tasks requiring the use of a respirator.
1. Policy
In protecting employees from respiratory hazards caused by breathing air
contaminated with harmful dusts, fumes, sprays, mists, fogs, smokes, vapors, or
gases, the primary objective shall be to prevent contamination. This shall be
accomplished as far as feasible by accepted administrative or engineering control
measures (i.e., enclosure or confinement of the operation, general or local ventilation,
and substitution of less toxic materials). When effective engineering and
administrative controls are not feasible, or while they are being instituted,
appropriate respirators shall be used by employees pursuant to the procedures
described in this document.
2. Responsibility
The safety and health section of the Office of Safety and Security (OSS) shall have the
primary responsibility for developing and maintaining the FCPS Respiratory Protection
program. In addition, the safety and health section shall perform the following: identify
employee groups exposed to respiratory hazards, analyze respiratory risk levels, select
and purchase appropriate equipment, test fitness of the equipment, coordinate
employee medical evaluations, coordinate employee training, maintain records related
to respiratory protection, and enforce work procedures described in the written
program.
C. Lockout and Tagout Procedure
This procedure ensures that employees who are repairing or servicing machines or
equipment are not injured by the unexpected operation of the item being worked on. For
example, a motor maintenance employee is reinstalling an exhaust fan motor. He has
shut off the electrical circuit by tripping a circuit breaker located in a panel box in another
room. In order to ensure that no one will reset the circuit breaker as repairs are performed,
the motor maintenance employee must lock the panel box with a specially labeled lock that
only he or she can unlock. He or she must place, in a conspicuous spot, a clearly marked
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tag or sticker describing the work being performed.
D. Confined Space Entry
A confined space entry is any space not intended for continuous employee occupancy,
having a limited means of entry and exit and being subject to either the accumulation of an
actual or potentially hazardous atmosphere.
An atmosphere is considered hazardous when it presents a potential for death,
disablement, injury, or acute illness from any one or more of the following causes: a
flammable gas, vapor, or mist in excess of 10 percent of its lower explosive limit; an
oxygen-deficient atmosphere containing less than 19.5 percent oxygen by volume; an
oxygen-enriched atmosphere containing more than 23 percent oxygen by volume; an
atmospheric concentration of any substance listed in CFR 1910, Subpart Z, General
Industry Standard, above the numerical value of the permissible exposure limit; or any
condition that is immediately dangerous to life or health.
All FCPS employees are prohibited from entering any confined space area where the
existence of a hazardous atmosphere is demonstrated by tests by a qualified
person. Any confined space containing a hazardous atmosphere shall be mechanically
ventilated under the direction of a qualified person until the concentration of the hazardous
substance(s) is reduced to a safe level. When the mechanical ventilation is used to
reduce the concentration of a hazardous substance, all entrants to the area shall wear a
continuous monitoring device with an alarm system capable of signaling unsafe
atmospheric conditions and be accompanied by an attendant.
Before entering a confined space, the entrant shall take all necessary precautions to
prevent the accidental closing of the entry or exit opening. Precautions may include the
labeling and securing in an open position of the entry or exit cover (door, hatch) or the
assigning of an attendant at the opening.
Questions concerning the Confined Space Entry program or the VOSH Standard 1910.146
should be addressed to the Office of Facility Management.
E. Theater Safety Guidelines
Theater Safety-A Guide for Students, Teachers, and Administrators is a publication of
OSS that gives specific safety guidelines for using theatrical lighting equipment,
constructing safe scenery, using ladders and lifts, preventing fires, and following rules for
nine other safety issues associated with the use of auditoriums. This guide is a textbook
for all high school technical theater classes and describes the expectations and limitations
for student stage technicians. All middle, high, and secondary schools have received
copies for use by administrators and theater arts teachers.
F. Back Safety
1. Guidelines
Back injuries are a leading cause of workers' compensation claims and loss of
productivity. One way of avoiding injury is prior planning. If a heavy object needs to be
moved, the following steps should be taken by the employee prior to attempting to lift it.
a) Determine the scope of the task. Is it just one item? How far does it have to be
moved?
b) Ask for help. Sharing the load will make the task easier.
c) Plan the task. Check the path to be traveled to eliminate any trip hazards or
obstructions.
d) Do not carry anything that can be rolled. Use a hand truck or dolly whenever
possible.
e) Gently stretch and exercise the muscles before lifting. Cold stiff muscles and
tendons are more susceptible to injury.
After preparing for lifting, the employee should follow these next steps.
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f) Take a position close to the object to be lifted. If it is necessary to lift from floor
level, dropping one knee to the floor and having the opposite leg's foot flat on the
floor often gives the power to begin a lift.
g) Lift with the back as straight as possible. Keeping the chin up by looking up will
help prevent bending over.
h) Keep the object to be lifted close to the body. Heavy items held away from the
body cause unnecessary strain to the back.
i) Keep feet and toes pointed forward. Never twist the back to move an object.
Instead, shift the feet to adjust direction before setting the object down or walking
with it.
2. Students Lifting Heavy Equipment
FCPS personnel shall not ask or allow students to lift heavy, awkward, or otherwise
dangerous material, equipment, or supplies. Only designated employees may lift or
move items such as pianos, computers, volleyball net poles, copy paper boxes, lab
tables, chemicals, and warming ovens. (There are exceptions. Contact OSS if
clarification is needed.)
G. Eye Protection
The importance of eye protection in preserving the sight of students and staff members
cannot be overemphasized. A firm and consistent program of eye protection use should
be established at the start of the school year and then maintained.
1. Compliance with the Code of Virginia
Protective eye devices must be worn by students and teachers in accordance with
the Code of Virginia in courses involving any of the following activities:
a. Vocational or industrial arts shops or laboratories involving experience working
with molten metals; milling, sawing, turning, shaping, cutting, grinding, or
stamping any solid material; heat treating, tampering, or kiln firing any metal or
other material; performing gas or electrical arc welding; repairing any vehicle; or
working with caustic or explosive materials.
b. Chemical or combined chemical-physical laboratories involving caustic or
explosive chemicals or hot liquids or solids (persons are required to wear
industrial-quality eye protective devices at all times while participating in such
courses or laboratories).
2. Industrial Quality
Industrial-quality eye protective devices provide side protection and meet the
standards of the American Standards Association safety code. Protective glasses of
this quality are required in FCPS.
3. Signs or Decals
Principals should have signs posted at all entrances to classrooms where eye
protection is required, indicating "Eye Hazard Danger." Standard 5" x 8" sign decals
are available from OSS on request.
4. Contact Lenses
a. Science teachers shall advise students and parents of the potential danger of
wearing contact lenses in science laboratories under conditions that require
protective eye devices. Although safety goggles will offer some protection against
mechanical intrusion or liquid splash, toxic or corrosive vapor may infuse under
contact lenses and cause irreparable eye damage.
b. The American Chemical Society strongly recommends that contact lenses not be
worn in science laboratories under conditions that require the use of protective
eye devices. Wearers of contact lenses should be encouraged to substitute eye
glasses for their contact lenses when working in laboratories where toxic or
corrosive vapors may be present.
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5. Solar Eclipse
a. At no time may a student be permitted to look directly at the sun or a solar eclipse.
Severe eye damage can be caused by intense sun rays. Smoked glass, dark
glass, sunglasses, or developed exposed film shall not be used as shields for
solar viewing because they do not adequately protect the eyes.
b. In a solar eclipse, the only viewing method recommended is indirect viewing. This
can be accomplished by projecting the sun's image through a small hole in a
piece of cardboard onto a piece of white paper. With this arrangement, the
student's back is toward the sun.
6. Microscopes
Teachers shall instruct students not to use microscopes in direct sunlight. Eye
damage can result when direct sunlight is reflected off the microscope mirror into the
viewer's eye.
H. Rocketry
The construction and launching of model rockets shall be carefully supervised and
requires the permission of the building principal. The following precautions adapted from
the National Association of Rocketry (NAR) Safety Code shall be taken:
1. Preliminary Actions
Before the launching of any rockets, the teacher shall review the NAR Model
Rocketry Safety Code with the class. All students must be properly trained to
perform their specific tasks before the launch day. Below is a description of each
position that may be needed and a layout of the field to help organize the launch day.
a. The range safety officer (RSO) is the teacher or student who is in charge. The
RSO has the final say in all situations. The RSO carries the safety key at all
times and checks the airworthiness of all rockets.
b. The launch control officer (LCO), a student, is responsible for actually firing the
rocket. The person is also responsible for the control panel setup and
dismantling.
c. The tracking officer (TO), also a student, is responsible for the setup, operation,
and coordination of the tracking sites.
d. Tracking sites can consist of several positions at each site that could include
someone tracking the rocket to measure its altitude, someone recording altitude
data, and a runner to communicate with the TO back at the launch pad.
e. The recovery team includes several people who follow the flight and recover and
return the rocket to the range.
2. Rocket Construction
a. Materials
Rockets are made of lightweight materials such as paper, wood, rubber, and
plastic suitable for the power used and the performance of the model rocket.
Rocket weight shall be limited to a mass of one-half pound (227 grams). Do not
use any metal for the nose cone, body, or fins for the rocket.
b. Engines or Motors
The rocket engine or motor must be a commercially made NAR-certified model
rocket engine in the manner recommended by the manufacturer. Engines shall
be no larger than a type A (produces no more than 1.26-2.50 Newton-seconds of
total impulse) or type B (produces no more than 2.51- 5.00 Newton-seconds of
total impulse). Never alter the model rocket engine, its parts, or its ingredients in
any way.
c. Recovery
The rocket shall include within its construction an effective means for returning
safely to the ground without causing injury to persons or property. The recovery
device material (parachute or other) ejected from the rocket during the launch-
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flight sequence shall be of flame-resistant material. Permit recovery of the rocket
by only the recovery team or the builder. If the model rocket becomes entangled
in a power line or lands in another dangerous place, do not attempt to retrieve it.
3. Launch Site
The launch site shall consist of a firing area and a recovery area. The firing area is
the area within 15 feet of the launching device. The recovery area shall include the
firing area and be based on the estimated height achieved by the model rocket. (See
manufacturer's height estimations.) The launch and recovery area shall contain a
minimum of 5,000 square feet. The launch site shall not be located in an area that
could easily catch fire, such as a field of dry grass. It shall not include any buildings,
structures, high voltage lines, major highways, or areas where other activities are
being conducted.
4. Launch Platform
Each model rocket shall be launched from a platform using a launch guide (tube or
wire) to restrict the horizontal motion of the rocket until sufficient flight velocity is
achieved to maintain stability during flight. Model rocket engine ignition shall be by
remote electrical means under the control of the LCO launching the model, directly
supervised by the RSO.
5. Launch
All personnel conducting the firing shall maintain a clear distance of 15 feet from the
launch platform during countdown and firing. All personnel assisting or observing
the firing shall maintain a clear distance of 25 feet from the launch platform during
countdown and firing. In the event of a misfire, remove the safety key from the
controller and wait 60 seconds before disconnecting the micro clips. Then remove
the rocket and replace the igniter.
6. Launch Angle
A launch angle of 90 degrees from the horizon shall be used. If the winds carry the
rocket away from the recovery area during descent, then adjustments can be made
to the launch angle to a maximum of 30 degrees from vertical to compensate for this
condition. The RSO shall supervise the aiming, arming, and firing of the rocket.
I. Lasers
Lasers are classified by power and must meet specific labeling and mechanical standards
established by the Bureau of Radiological Health of the Food and Drug Administration.
Because a laser beam is a potential health hazard, great caution must be exercised when
laser equipment is used in the classroom. Laser beams are capable of producing skin
burns and permanent eye damage. Only low-powered lasers (Classes I and II) shall be
used in FCPS without prior review by OSS. To control hazards related to the operation of
laser equipment, the following precautions should be taken:
1. Preparation
a. Instruct all students with regard to the hazards in using laser equipment.
b. Post the following sign at the entrance to the area whenever a laser is in use:
"Caution, laser in use. Do not enter without permission of the instructor."
c. Prohibit all activities that could contribute to the direct viewing of the laser
beam.
d. Prepare and test demonstrations without students present.
2. Class Procedure
a. Use only objects with non-reflective surfaces for support equipment.
b. Keep the beam height below or above the eye level of the viewers.
c. Use the lowest amount of optical power necessary for the successful
completion of the activity.
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d. Use only off-axis holograms that do not require looking directly into the
beam.
e. Terminate the laser beam in a non-reflective light-absorbing surface.
f. Block the beam whenever it is not in use.
3. Storage
Store the laser in a locked, secure area when it is not in official use.
J. Art
1. Toxic Art Materials
The Code of Virginia prohibits the use of art materials containing toxic
substances in kindergarten through grade five. The purpose of this requirement
is to provide special protection to these children from unreasonable risk of
exposure to toxic substances. Whether a material is toxic should be evident on
the label. All art materials used in public schools are required to be labeled in
accordance with the American Society for Testing Materials Standard ASTM D-
4236. Art materials ordered from the instructional supplies catalog conform to
this standard.
Teachers and principals should exercise great care when making direct
purchases of art materials. For grade K-5, the purchase of materials that are
labeled with the following words should be avoided:
CAUTION indicates that the product is toxic and a chronic hazard.
DANGER means that the product is highly toxic.
POISON indicates that the product is highly toxic by ingestion.
WARNING means that the product is toxic with short-term effects.
Take the time to understand what label terms are used and what they mean. A
marking pen that contains no toxic fumes may, in fact, release toxic vapors.
It is more important to know what a product contains than what it does not
contain. Label statements such as "contains no..." or "...-free" may be
misleading. Additional information on the ingredients, health effects, and
precautions can be found on the material safety data sheet.
2. Hot Glue Guns
Hot glue guns are electrical devices that heat solid sticks of glue and dispense
the glue as a liquid. As the name implies, the dispensing tip of this device is hot
and can cause a burn. In addition to the danger of the glue gun tip, the glue
itself can cause severe burns since it may adhere to skin and continue to burn
the victim seconds after the initial contact.
Extreme caution must be used when working with hot glue guns. Warnings
should be provided to all present. Elementary school students are prohibited
from using them; middle and high school students are permitted to use them with
supervision.
3. Paper Cutters
The general safety guidelines for the use of paper cutters/trimmers listed below
are in no way a substitute for the rules of safe use set out in the manufacturer‟s
operations manual. To use cutters/trimmers safely, you should:
Keep your fingers away from the cutting edge.
Store paper cutters/trimmers away from work and traffic-circulation
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areas.
Never allow elementary school children to operate a paper
cutter/trimmer.
Never try to transport a cutter/trimmer by the handle or blade.
Make sure that the cutting guard is in place.
Concentrate on the cutting task and be sure that your hands, fingers, and
clothing are clear from the blade.
Secure the cutter/trimmer with a locking device if your classroom is used
for after school activities.
Allow only person at a time to use the paper cutter/trimmer.
Paper cutters should have the FCPS paper cutter warning sticker affixed to the
paper cutting surface. These stickers are available through the Office of Safety
and Security at 571-423-2010.
Paper cutters should never be used by elementary school aged children.
However, at the middle and high school level, teachers and administrators can
use discretion in determining which student exhibit “adult” characteristics. This
discretion should take into consideration such attributes as responsibility,
capability, reliability, sophistication, attentiveness to detail, ability to follow
instructions, and overall level of maturity. In any case paper cutters should never
be left in an open area for easy access by any student.
K. Cheerleading
Cheerleading coaches are required to follow the guidelines in the FCPS
Cheerleading Coaches Handbook and the Spirit Rules. The guidelines regarding
use of spotters and performing pyramids are especially important. Pyramids are to
be limited to two persons high, meaning the base (person[s] on the bottom) has
direct weight-bearing contact with the performance surface (floor or ground), and the
top person on a pyramid must receive primary support from a base in direct contact
with the performance surface.
Any questions concerning the Cheerleading Coaches Handbook should be
directed to the coordinator of student activities and athletic programs.
14

L. Firearms
Displaying firearms, knives, or other weapons in classrooms must have the school
principal's approval. Adults must transport the firearm(s) to and from the school and
must be present for the display. No student may handle any weapon ammunition,
and no firearm may be fired while the bearer is on campus. Principals may be asked
by the presenter to provide a letter of permission to bring the weapon(s) onto
campus.
M. Mock/Ceremonial Weapons and Air Rifle Ranges
Career and Technical Education criminal justice and some Junior Reserve Officers'
Training Corps (JROTC) programs have curriculum requirements that may require
students to train with mock/ceremonial weapons or fire air rifles. Safety of students
during training events and the proper security of these mock/ceremonial weapons
and air rifles during non-training is paramount.
Criminal Justice Mock Training Weapon Guidelines
Training weapons used in Career and Technical Education criminal justice
programs are designed to simulate the weight and feel of actual weapons.
These weapons are brightly colored and have no moving parts. The criminal
justice programs uses mock training weapons as a part of the Virginia
Department of Education (VDOE) approved curriculum and are identified on the
VDOE approved equipment list.
Type of mock training weapons
Knifes
Hand Guns (revolver/semi-automatics)
Long Barrel (rifle/shotgun)
Weapon construction
Solid training weapons (no moving parts)
Brightly colored (no black training weapons)
Weapon Storage
All training weapons are to be stored when not in use in a steel weapon
cabinet.
Training Exercise Signage
Training exercises utilizing mock weapons in the classroom or in
common areas of the school must be identified with at least two signs
stating “Training Exercise in Progress”.
Criminal Justice teachers must inform surrounding classrooms and local
administration as to when and where training exercises will be occurring,
the duration of the training exercise, and the participants who will be
involved.
It is recommended that a student in the criminal justice class be stationed
at the signage in order to answer any questions a passerby may have.
JROTC Air Rifle Ranges
These guidelines shall apply to the use of .177 air rifles for JROTC units with
Marksmanship Programs held on FCPS property. A Memorandum of Understanding
[MOU] must be signed by the sponsoring school‟s principal and the appropriate
Department of Defense Cadet Command agency.
15

Air Rifle Range Considerations and Layout
Space: The selected location must have a minimum length of 45 feet. The
minimum width of each firing point will not be less than 1 meter.
Safety Barrier: The side and front walls [as you look down range] of the
room must be secure or capable of being secured from inside the range.
These walls must have no exposed windows or other areas that could be
damaged by a stray pellet. Any doors forward of the firing line must be
capable of being locked from the inside and a sign posted on the outside of
the door stating “Caution-Do not Enter Live Firing in Progress” when in use as
a range.
Target Backstops: Target backstops must effectively capture and retain
100% of the pellets fired at the targets mounted on the target holders. A
minimum of 1/8 inch galvanized steel must be incorporated into the
construction of the backstop. The steel must be hard enough that frequent
shots in the same location will not dent it. Plans for air rifle backstops are
available for downloading from the Civilian Marksmanship Program website
at http://www.odcmp.com/Coaching/target_stand_plans.htm
Firing Line: The firing line must be visibly marked with a tape or paint stripe
that is a contrasting color with the floor. The firing line designates an
absolute limit to the forward movement any person may make while firing is
taking place.
Range Officers Stand: A Range Officer stand will be located immediately to
the rear of the firing points, approximately 10 feet to the rear of the firing line.
The Range Officer must have clear visibility of all students from this point.
Ready Area: A space behind the firing points and Range Officer stand
should be designated for cadets to assemble prior to moving to the firing line.
This area may also have seating for spectators.
Range Supervision and Live Fire Conduct: All dry firing or live firing
exercises involving the handling of air rifles on a JROTC unit range must be
supervised by an Army JROTC Instructor. Cadets who fire on other ranges
will fire under the control of the range officer.
Health and Hygiene
No Lead Policy: Effective January 11, 2007 FCPS determined that the
usage of lead based air rifle pellets is inconsistent with the design of the
JROTC classrooms. No lead projectiles are allowed on FCPS premises.
Only non-lead projectiles will be used for air rifle activities within FCPS
facilities. Lead projectiles may be used by participating air rifle programs at
non-FCPS ranges that are properly ventilated and designed for air rifle
activities. Air rifles must be thoroughly cleaned to remove all lead residues
prior to being brought onto FCPS property! It is the responsibility of the
JROTC instructor to effectively clean all air rifles prior to being transported
onto FCPS property.
No Food: No food items of any kind are permitted on an air rifle range.
Closed top beverage containers such as a screw top bottle are permitted.
Hand Washing: After firing all persons who have handled pellets must wash
their hands with soap and water.
Pellet Trap Cleaning: Only instructors or other designated adults should
handle spent pellets or remove them from the pellet traps. Student cadets
are not allowed to clean the range.
Compressed Gas Cylinder Safety: CO2 cylinders must be secured to a
wall with a chain or other approved method in accordance with the Virginia
Occupational Safety and Health Administration (VOSHA) requirements.
Air Rifle and Ceremonial Rifle Storage and Security
Locked Room: Air rifles and non-functional drill rifles must be stored within
a locked room which is accessible using a FCPS key. Additional non-FCPS
locks may not be installed on this door. Under FCPS Security regulation all
16

ooms within FCPS property must be accessible to authorized FCPS
personnel.
Secondary Lock: Stored air rifles and drill rifles must be secured with a
second locking system within the locked room. A second lock on a cabinet,
storage container or a lockable gun rack is acceptable.
17

I. REGULATIONS AND POLICIES
Chapter 3
Traffic, Walking-Route, and Bus Safety
A. Regulation 1383P-Student Safety Patrol Handbook
Contains information, guidelines, and procedures relative to student patrols and their use in
assisting the safe movement of students to and from schools.
B. Regulation 8617-Student Transportation-Eligibility, Routes, and Schedules
Establishes student eligibility rules for riding school buses and guidelines for developing bus
routes and schedules.
C. Regulation 8619-School Bus Safety-Behavior and Emergency Drills
Prescribes standards for student behavior on school buses, special considerations for
loading and unloading, and procedures for emergency drills.
II. WALKERS
A. Distance Criteria
Elementary school students may walk up to one mile to school or a bus stop, provided the
route is free of unusual hazards. High school and middle school students may walk up to
one and one-half miles. Transportation is provided for students living in excess of these
mileage limits. Students living within the mileage limitations shall be transported if unusual
hazards make walking to school unsafe.
All walking distance measurements are made by area transportation personnel using a
measurement wheel. The wheel contains an odometer that measures distance in number of
feet. Walking routes are measured from school grounds access (either the beginning of the
property line or the nearest established opening in a fence line surrounding the property) to
resident property lines. In the case of two or more acceptable walking routes leading to the
residence property line, the shortest route is selected and considered valid.
B. Crossing Guards
Crossing guards help students across busy streets and intersections. The need for a
crossing guard is based on the street size and type, volume and speed of traffic, age and
number of students affected, visibility at the crossing, frequency of gaps in the traffic,
effectiveness of safety patrols, and other criteria. Crossing guards sometimes help buses
with exiting the school driveway; however, this is not their primary function. The Fairfax
County Police Department (FCPD) Traffic Division approves and funds all crossing guard
positions. Schools wanting a location evaluated for a crossing guard should make the
request in writing to the Office of Safety and Security (OSS), which will then perform a
preliminary survey to determine if the crossing meets minimum criteria to warrant an official
study by police. If it is determined that an official study is needed, OSS will notify the police
and school principal.
C. Safety Patrols
The safety patrol organization is a vital part of an elementary school program. Patrols learn
to accept responsibility and authority, and are given the opportunity to develop leadership
skills, and become aware that they make an important contribution to their schools and
communities. Three types of patrols are used: walking patrols, bus stop patrols, and bus
18

patrols.
1. Walking Patrols
The patrols assigned to walking posts encourage good safety habits in students walking
to and from school. A patrol does not direct traffic. Walking patrols are normally
assigned to posts near their homes. When on duty, walking patrols observe the flow of
traffic past their posts, help other students cross the street, and encourage safe conduct
among walking students.
2. Bus Stop Patrol
One or more patrols are assigned to duty at each bus stop. The patrols are responsible
for keeping students out of the street and orderly while at the bus stop.
3. Bus Patrols
a. Front patrols help students get on and off the bus. When students are being
discharged from the bus and need to cross the street, the patrol leads the way to a
point 10 to 15 feet in front of the bus directly in line with the left front fender. The
patrol holds a red flag toward the center of the roadway. At a signal from the driver,
the students cross.
b. Middle and back patrols maintain order on the bus and help with bus evacuations.
c. The Fairfax County Police Department (FCPD) Youth Services Division provides
training, equipment, materials, and ongoing personnel support for this program.
D. Patrol Sponsors
A faculty patrol sponsor is highly important to the operation of a school patrol force. The
sponsor sets the tone and models expected behaviors. The responsibilities of the patrol
sponsor include the following:
1. Select patrols in the spring, train them, and assign walking, bus stop, or bus posts.
2. Schedule a meeting of patrols before school opens in the fall and make final
preparations to ensure that patrols are ready to assume their duties.
3. Maintain current lists of posts and patrols assigned to them.
4. Establish and implement substitute procedures.
5. Establish and coordinate the routine for patrol reports on student behavior.
6. Develop and implement a program of student recognition and awards.
7. Meet with patrols at least twice a month throughout the school year. One monthly
meeting is held with the police school education officer (SEO) present.
8. Select capable student(s) to attend summer patrol camp.
9. Guide student patrol officers, usually including the summer camp trainee(s), in their
duties and planning efforts.
10. Help patrols educate the student body concerning safety.
A Patrol Sponsor's Manual, available from OSS, provides guidance and suggestions for
developing a strong and respected safety patrol force. The Student Patrol Manual also is a
good source of information for patrol sponsors.
III. TRAFFIC
A. Pupil Transportation Manual
The Pupil Transportation Manual (PTM) is a publication produced by the Office of
Transportation Services and is issued to every school bus driver and attendant. The PTM is
contained in a three-ring binder and is updated yearly. The PTM covers all rules governing
driver responsibilities and behavior, school bus inspections and operations, and resource
information about transportation employee benefits.
19

B. Wink-O-Matic Lights
These yellow blinking lights support and protect crossing guards and students. Approval for
the placement of the lights is a collaborative decision of FCPD and OSS. Approval for the
lights is based on the possibility of several different criteria. They are one or more of the
following, where all of the specific criteria are met:
1. A roadway that has a posted speed limit in excess of 25 mph.
2. There are children utilizing the school crossing that do not have bus service;
3. The school crossing is in a marked crosswalk with a FCPD crossing guard assisting
the children in the crosswalk.
OR
1. A roadway that has a posted speed limit in excess of 25 mph.
2. There is a limited sight distance issue for the school driveway that is directly
accessed from the roadway by either School Buses or Kiss & Ride motorists. Where
the sight distance for the school entrance is below the minimum sight distance as
outlined in the current VDOT “Minimum Standards of Entrances to State Highways”.
3. And there is not a controlled intersection at that the school driveway. A controlled
intersection shall mean an intersection controlled by any of the following:
a. Traffic Signals
b. Multi-way stop signs
OR
1. A roadway that has a posted speed limit in excess of 25 mph.
2. There are secondary children utilizing the school crossing that do not have bus
service;
3. The school crossing is a marked VDOT school crossing crosswalk
4. There are no other controlled intersections within a walking route free of unusual
hazards. A controlled intersection shall mean an intersection controlled by any of
the following:
a. Traffic Signals
b. Stop sign(s) protecting crosswalks
c. Crossing already established with guard/officer present
C. Traffic Flow Signs
It is the responsibility of the school division to install and maintain signs and markings on
school property. New signs and markings may be requested through OSS. The Office of
Facilities Management in the Department of Facilities and Transportation Services has the
responsibility for sign maintenance and pavement re-striping. To request the repair or
replacement of signs that are bent, defaced, faded, or in disrepair, submit an online work
order request to the Office of Facilities Management.
Installation and maintenance of street signs, signals, and markings located off school
property are normally the responsibility of the Virginia Department of Transportation (VDOT).
If signs for a crosswalk, stop, school advance, no parking, or other traffic control are needed
or in disrepair, contact OSS, which will forward the request to VDOT.
D. Bus Loading and Unloading Areas
The following actions must be observed in these areas:
1. Keep the loading and unloading areas free of all traffic except other buses.
2. Load and unload buses on level terrain. Under no circumstances should buses be lined
up on a grade where students will have to walk between the buses.
3. Arrange buses for loading and unloading in such a way that all unessential backing
20

maneuvers are eliminated.
E. Kiss and Ride
Kiss and Ride areas are established to provide locations where parents may pick up or
discharge their children whom they are transporting by private vehicles. These areas are
identified by Kiss and Ride signs and are usually separated from the bus loading and
unloading areas. For the process to work safely and efficiently, adult supervision is
necessary to oversee and direct traffic in these areas. Additional information about the Kiss
and Ride procedures is available in a pamphlet Kiss and Ride: A Driver's Guide. The
brochure is available by contacting OSS at 571-423-2010. The brochure is available in a
variety of languages.
21

Chapter 4
Security, Emergency, and Crisis Preparedness
I. Regulations, Laws and Policies
A. Virginia State Code 22.1-279.8–School Crisis and Emergency Plans Required.
School boards shall ensure that every school it supervises develop a written school crisis
and emergency management plan consistent with the definition in the code.
B. Regulation 1350-Emergency Closing and Delayed Opening of Schools
Establishes procedures, responsibilities of program managers and principals, and
announcements to parents, employees and students.
C. Regulation 2102-First Aid, Emergency Treatment, and Facilitation of Student Medication
Use
Establishes procedures for these topics.
D. Regulation 8619 -School Bus Safety-Behavior and Emergency Drills
Prescribes standards for student behavior, considerations for loading and unloading,
and emergency drill procedures.
E. Regulation 8633 (Rescinded)-Emergency Control Center
Provides guidance during major emergency conditions involving resources from one or
more schools and support services. It also defines major emergency.
F. Regulation 8613-Bomb Threats
Establishes procedures for handling bomb threats
G. Regulation 8625-Tornadoes, Tornado Drills, and Severe Weather
Establishes procedures designed to provide guidance for protection from tornados and
severe weather.
H. Regulation 8635-Bloodborne Pathogens
Specifies procedures for follow up when a school board employee receives a workincurred
exposure to human blood.
I. Regulation 4720-Employee Work-Incurred Injuries
Establishes procedures for dealing with work incurred injuries.
J. Regulation 8613-Security, Safety and Emergency Procedures
Establishes safety and emergency procedures for providing a safe school environment.
K. Regulation 4215-Employee and Visitor Identification Badges
Establishes guidelines and procedures for identification and visitor control.
L. Regulation 7330 (Rescinded)-Security of Students and Others at School
Establish procedures to protect students, employees, and others involved in school
operations from persons who might cause them harm.
22

II. SCHOOL RESPONSE TO A CRISIS OR EMERGENCY
A. Purpose
To identify procedures to follow when an emergency involving a crisis or health issue
occurs in or on FCPS property.
B. General Information
Anyone may recognize the onset of a crisis or health emergency, so the initial response
and subsequent steps that are taken will vary depending on the event and role of the
individual. However, each school and center is required to develop and maintain a plan
for managing emergencies. This plan will include management through an incident
command system, establishing a crisis management team, notification of public safety
officials, and flexible procedures for dealing critical incidents. Training on plan
implementation and practice should be conducted in accordance with established
procedures. The Office of Safety and Security (OSS) assists with and offers a variety of
training topics. Staff can also refer to School Health Care Emergencies, Suggestions for
Temporary Care for guidance in medical emergencies.
C. Emergency Response
Individuals recognizing a serious accident or critical incident occurring (not hesitating if
the course of action is uncertain), should call 911 and immediately notify the principal or
program manager or his or her designee.
Activate the crisis management team that is responsible to:
1. Maintain calm.
2. Evaluate the situation and action already taken; call 911.
3. Take action as appropriate, (evacuate the building, perform lockdown or shelterin-place).
4. Defer to public safety officials responding to the scene, who will assume control.
5. Maintain student accountability and organize parent-student reunification when
necessary.
6. Coordinate with the Office of Community Relations and provide an explanation to
staff and community members, when appropriate, of what occurred.
7. Take steps necessary to restore normalcy to the facility following the incident.
Notify the following persons or agencies:
1. The affected child‟s (children‟s) parent(s) or guardian(s).
2. The Fairfax County Health Department, when an acute infectious disease is
implicated.
3. The cluster director.
4. The Office of Community Relations (OCR).
5. The Office of Safety and Security (OSS), which will:
a. Respond as soon as possible and coordinate with public safety officials when
necessary.
b. Help the fire and rescue services remove the hazard when appropriate and
identified (e.g., chemical spill).
c. Investigate accidents to determine cause or identify the source when the
cause is not immediately obvious.
d. Obtain outside investigatory assistance if necessary.
e. Coordinate the corrective action required to prevent a recurrence.
f. Assist with determining when the affected building may return to normal
operations.
g. Assist in informing the community as needed.
23

D. Response to Non-emergencies
The individual recognizing the problem should immediately notify the principal or
program manager or his or her designee, who will determine the appropriate response
and advise the faculty, staff, and parents as appropriate. The administrator should:
1. Notify the public health nurse of any non-emergency outbreak of illness and
request assistance.
2. Request the assistance of OSS when an indoor environmental quality is
suspected. OSS will conduct an investigation according to the protocol
described in Environmental Health Complaint Procedures (See Appendix F).
3. Request school security to provide assistance when appropriate
4. Notify the Office of Community Relations for information purposes.
E. Tornados and Severe Weather (see also Chapter 11 “Severe Weather”)
1. Shelter Areas: Each school is to select the best available shelter area for its
students according to the criteria stated in the current version of Regulation
8625. Technical assistance from OSS is available.
2. Drills: Each school is required to conduct three tornado drills every school year;
one in each month of September, March, and April.
3. Reporting: A report of all tornado drills is to be kept on file at each school and
must be produced upon request during safety audits. Retain one copy and
forward the other copy to OSS. Regulation 8625 provides an example of the
Tornado Drill Form.
III. SECURITY
A. Purpose
To identify procedures to be followed for providing effective security at all FCPS
facilities.
B. General Information
It is the duty of all FCPS employees to promote and assist in providing safe and secure
learning and work environments for students, staff members, and visitors. Each
principal is required to develop a school security plan in consultation with staff members
and parents. Such plans shall be submitted for approval to OSS by September 30 of
each year. The plans should include components for limiting access, visitor control
procedures, and general provisions. Security measures for buildings under construction
can be found in the current version of Regulation 7330 (Rescinded). For security
reasons, Emergency Contact Lists form (SD-16) must also be submitted by September
30 each year. A template for submitting combined crisis management or security plans
and the aforementioned forms can be found on the OSS intranet website under
security, in the planning documents section.
C. Limiting Access
All exterior doors, except the main doors and those necessary for modular access,
should remain locked. Situations requiring a modification of this requirement should be
noted in the plan. Temporary classrooms, utility closets, storage rooms, and
unoccupied classrooms shall be closed and locked when not in use.
D. Visitor Control
1. Signs must be posted on all doors directing visitors to report to the main office. If
the main office is not apparent to a visitor entering the main door of the school, a
sign inside the main door shall direct visitors to the office location.
24

2. Every school is responsible for establishing and maintaining a log to record each
visitor and contractor entry and each badge issue and return. All visitors and
contractors shall be required to present identification and must wear the issued
badge in a conspicuous manner at all times while in the building. More direction
on this matter is provided in the current version of Regulation 4215.
E. Employee Involvement
1. Employees shall wear their issued identification at all times while in FCPS
facilities and on school grounds. By doing so they set the example for security
and it is easier to identify unauthorized visitors.
2. Faculty and staff at FCPS buildings should direct unidentified persons to the
main office and report all suspicious activity immediately to administrators (when
appropriate, contact public safety and school security). School security can be
reached 24 hours a day at 571-423-2000.
3. The OSS security section has a planning office staffed by personnel designated
to assist schools with planning and security needs. The office can be reached by
calling 571-423-2010.
4. Questions regarding matters involving the police can be directed to the Fairfax
County Police staffed at the school liaison commander in OSS at 571-423-2026.
5. For anonymous and confidential reporting of threats and other incidents
disruptive to the school environment OSS provides and continuously monitors a
Tip Line. The Tip Line phone number is 703-658-3636.
6. Threats of targeted violence to include workplace violence present unique
situations and can be extremely harmful to schools and centers. All employees
should be strongly encouraged to take all threats seriously and report them to an
administrator immediately. They can also call the Tip Line.
25

I. REGULATIONS AND POLICIES
Chapter 5
Fire Safety
A. Regulation 2102-First Aid, Emergency Treatment, Health Plans, and Facilitation of the
Use of Medications for Students
Establishes procedures for these topics including guidelines for oxygen cylinder safety.
B. Regulation 8633-Safety Procedures-Fires, Fire Alarms, Fire Drills, and Fire Safety
Manual
Prescribes responsibilities and procedures designed to provide a high degree of fire
safety.
C. Fire Safety Code: Code of Virginia, 27-94 Virginia Statewide Fire Prevention Code
II. FIRE PREVENTION
A. Staff Responsibility
Fire prevention is generally accomplished through education, inspection, and
enforcement. All instructional and support staff must be made aware of the potential for
fire in each of their areas of responsibility. Teachers should explain fire safety to
students and set an example by maintaining a safe classroom. Support staff members
must carefully monitor the storage and use of combustible liquid materials.
Administrators should establish fire prevention as one of their primary goals and
demonstrate this daily through their actions.
B. Use of Electrical Extension Cords for Computers
The following information is provided by the Fire Prevention Division of the Fairfax
County Fire and Rescue Department. These guidelines are established to comply with
the fire department's interpretation and enforcement of the Virginia Statewide Fire
Prevention Code and the National Electrical Code.
1. Primary Goal
Whenever possible, computer equipment (and any other electrical device) should be
plugged directly into a wall receptacle. Extension cords are intended for temporary
installations, such as providing power to a projector that must be placed in the
middle of the room for an instructional presentation. Computer stations are
considered permanent installations and should be located in classrooms so that
they can be plugged into existing receptacles without the use of extension cords.
2. Multiple Plugs
It is recognized that in almost every classroom, the number of power cords for
computer equipment will exceed the number of available wall receptacles. The Fire
Marshal will allow two methods of grouping multiple plugs:
1. Plug all components into the factory-installed receptacles provided on many of
the computer tables in use in our schools. These receptacles are then energized
by a single cord and plug.
2. Plug all components into an approved circuit strip that is energized by a single
cord and plug. Approved circuit strips must meet all following criteria:
a. Grounded Circuits-the receptacles and plug must be three-wire-ground
circuit protected.
26

. Power Switch-an on-off switch must be provided to de-energize the power
strip without unplugging it. An indicator light is required to show when the
power is on.
c. Circuit Breaker-a circuit breaker with a rating of 15 amperes or less must be
provided. This device will shut off power to the circuit strip if it is overloaded
or if there is an electrical short circuit.
d. Testing Lab Approval-the circuit strip must have been tested by a
recognized testing agency and bear a label attesting to its acceptance. Most
electrical equipment will have the UL mark of the Underwriter's Laboratories.
3. Trip Hazards
Care must be taken to arrange all electrical cords so that they do not present a
trip hazard. In addition to the immediate danger of injury to the person who trips
on the cord, the sudden tug on a cord can damage the insulation or plug prongs.
Extensive damage to electrical cords can result in electrical shock or a fire.
Avoid placing cords across paths of travel. If this is necessary, use a heavy
rubber cord protector designed for this use. Do not run cords under carpeting
or rely on adhesive tape to secure cords. Both of these methods mask
damage to cords and may cause a fire or electrical shock.
4. Non-permissible Devices
The following must not be used in schools for any purpose:
a. Damaged Equipment-cords that have cut insulation or plugs with missing
ground pins can cause injury or fire.
b. Light Duty Two-Wire Cords-extension cords that have only two wires (and
two prongs on the plug) are not grounded and lack full protection in the event
of an electrical short circuit.
c. Ground Adapters-devices that allow a three-prong grounded plug to be
inserted into a two-prong non-grounded receptacle circumvent protection
from electrical shock. (Some plugs such as those found on audio and video
equipment lack the ground plug. This equipment is constructed so that the
ground wire is not necessary. This method of protection is called "double
insulation" and may be safely plugged into any two- or three-wire receptacle.)
d. Triple Taps or Cube Taps-these are devices that branch a single receptacle
into three without the protection of a circuit breaker.
e. Non-listed Devices-these are cords or electrical equipment that do not meet
the standards of a recognized testing agency.
C. Oxygen Cylinder Safety
The following precautions should be taken with any oxygen cylinder needed by a student
in the classroom:
1. Thoroughly review the manufacturer's instructions.
2. Supervise the other students closely, keeping them away from adjustment valves
and outlets.
3. Secure the oxygen cylinder in an upright position.
4. Keep oxygen away from direct heat and direct sunlight and at least 10 feet from
open flames or equipment that may spark.
5. Avoid the use of petroleum-based lubricants, including Vaseline, within 10 feet of
the oxygen.
6. Never do any of the following:
a. Touch the frosted cylinder fittings.
b. Attempt to repair or make adjustments to the equipment unless specified by
the manufacturer.
27

c. Force foreign objects into valve openings.
d. Change the flow settings without a doctor's written permission.
D. Flame Retardant
A flame retardant is a chemical substance that is applied to combustible materials to
retard the spread of fire. Permanent displays such as a collection of national flags or a
commemorative quilt must be flame resistant. If the material is not inherently flame
resistant, then it must be treated with a flame retardant. Some temporary-use items,
such as stage scenery or haunted houses, must be treated with a flame retardant
because of their potential to injure a large number of people should a fire break out.
A certificate attesting to the application of the flame retardant for a particular item should
be filed in the school's Fire Safety Manual. A blank certificate can be found under
“forms” on the Safety and Security page of FCPSnet (http://fcpsnet.fcps.edu/fts/safetysecurity/forms/fabric_flame_resistant.pdf).
The Office of Safety and Security (OSS) can
conduct a flame test to determine the presence or the effectiveness of a flame retardant.
III. FIRE PREPAREDNESS-FACILITIES
A. Decorations (see also Appendix H)
1. Combustible Displays
Combustible displays in halls and classrooms must follow strict guidelines (see Fire
Safety Manual.) These guidelines are designed to keep displays away from doors, to
prevent long continuous runs of combustible materials, to maintain clear visual contact
with exit signs, and to prevent burning material from falling from above.
2. Winter Holiday Decorations
The decorating of room doors shall not be permitted. Combustible decorations in the
halls must follow the guidelines illustrated in the Fire Safety Manual.
Natural trees shall not be permitted in school buildings. Noncombustible artificial trees
may be used if these guidelines are followed:
a. Trees must be kept away from heat sources and out of line of emergency egress.
b. Trees and other decorations must not be put up earlier than five school days
before the start of the holiday vacation.
c. All tree lights must bear the UL label of Underwriters Laboratories.
d. Extension cords may not be used.
e. Tree lights may not be used on trees with metal trunks or needles. Indirect
lighting must be used in these cases.
f. Tree lights and other electrical devices may be turned on only when the room is
occupied.
g. Electrical decorations may not be used on the exterior of a building or on the
school grounds. No decorations are permitted that require any person to work
on the roof.
3. Candles
The use of lighted candles is governed by the Fire Marshal's office.
a. Theatrical use. The use of a lighted candle as a prop for a stage play is strongly
discouraged in favor of battery powered “candles” with a flickering flame effect.
If use of a real candle for a play is necessary, it must be protected by a chimney
or a globe to prevent contact with combustible material or must have a device to
extinguish the flame if the candle is knocked over. A fire permit request must be
submitted to the Fire Marshal's office, and if approved, a $50 permit fee for each
28

days use must be paid.
b. Honor Society ceremonies. A fire permit request must be submitted to the Fire
Marshal's office, and if approved, a $50 permit fee for each days use must be
paid.
B. Storage
1. Halls and Stairs
Storage of any kind is prohibited in halls and on stairs. The areas under stairs are
particularly dangerous places to store combustibles because the smoke and heat of a
fire will quickly gain strength due to the chimney effect of the stairwell and eliminate the
escape route for upper floor occupants.
2. Electrical, Mechanical, and Boiler rooms
Do not store any item on top, or within 30 inches of any electrical panel or transformer.
Storage in any room labeled as a mechanical room or electrical room is prohibited.
3. Kilns
Maintain an 18-inch clearance on both sides of ceramic kilns. Combustible items must
not be placed within the 18-inch clearance, nor shall any combustible materials be
mounted on the wall behind, nor above any kiln.
4. Gasoline/Diesel Fuel and Gasoline/Diesel Fuel-Powered Equipment
Gasoline/diesel fuel must be stored in OSHA-approved safety cans that are equipped
with self-closing caps with anti-flashback devices. An approved can will have the FM
(Factory Mutual) or UL (Underwriters Laboratories) mark. The capacities of the safety
cans shall not exceed 5 gallons. No more than 25 gallons of gasoline and 60 gallons
of diesel fuel may be stored in safety cans outside an approved storage cabinet or
room.
Gasoline/Diesel fuel storage areas shall have a National Fire Prevention Association
(NFPA) Hazardous Materials placard (as outlined in section 704 of the NFPA) with the
highest hazard indicated on the placard (typically gasoline). Gasoline/diesel fuel
storage areas shall not have pesticides, fertilizers or other oxidizing materials stored in
the same room.
Gasoline/diesel fuel-powered equipment such as lawn mowers, weed trimmers, and
snow blowers must be stored in sheds or exterior rooms that can be entered from
outside the school. Rooms attached to the school must have solid masonry walls and
cannot be connected to the main building's ventilation system. Detached storage
sheds, which can be made of wood, are preferred.
For more information on the proper storage of gasoline and diesel fuels please see
Appendix J.
C. Exits and Exit Signs
All exit doors should be checked daily to ensure the proper operation of the panic bar
devices and clear access to the exit doors and beyond. All illuminated exit signs should be
checked daily to ensure that both lamps function properly and that nothing blocks the view
of the signs. Do not block any fire door in the open position, unless held open with
approval magnetic hold-open devices.
D. Door Chains
The use of padlocks, chains, and similar items to secure exit doors is strictly prohibited at
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all times.
E. Appliances
Heat producing appliances (toaster ovens, hot plates, coffee makers, space heaters, etc.)
and microwave ovens not used in the curriculum process, should not be allowed in
classrooms. Heat producing appliances and microwave ovens have obvious safety
hazards associated with their use and the potential for student injury. Students should not
be allowed to use microwaves.
Refrigerators in the classroom raise concerns about food in classrooms and associated
hygiene issues (pest control), energy consumption, non-approved/inspected appliances,
and electrical infrastructure overload.
If an appliance is going to be used in a classroom, it must first be approved by the program
manager (principal). A DC-407 must be submitted so that Facilities Management may
inspect the appliance to assure that it is UL listed to meet fire code requirements and to
ensure that the proper electrical circuitry exists to safely operate the appliance.
F. Charcoal and Gas Grills
Cooking grills may be used only outdoors away from combustible materials and then only
by adults. The grill should be located so that it is a minimum of 15 feet from any structure,
and is isolated from normal travel paths such as sidewalks. It should be positioned so that
the person cooking cannot be bumped into. The area around the grill should be protected
with a physical barrier, such as a ring of tables.
When individuals finish using a grill, they must observe the grill until it has cooled to
prevent accidental burns. Gas-fueled grills are preferable to charcoal because charcoal
grills require careful disposal of the hot coals and ashes. When charcoal grills are used,
the coals must be soaked with water when the cooking has been completed. The soaked
coals should then be stored outside the school for 24 hours before they can be placed in a
dumpster for disposal.
G. Natural Gas Odors
If someone smells the odor of natural gas in the building, follow these procedures:
1. Evacuate the building.
2. Call the fire department by dialing 911. The fire department has gas-detection
instruments to determine the severity and source of the leak.
3. Call the Work Order Section of the Office of Facilities Management at 703-764-2415.
Maintenance will call either Washington Gas or Commonwealth Gas so they can
respond to the school. Minor repairs inside the building are the responsibility of
maintenance services.
4. If unable to contact Facilities Management, call the gas company. (Washington Gas‟
emergency number is 703-750-1400. Armstrong Elementary, Hutchison Elementary,
and Herndon Elementary, Middle, and High Schools must call Commonwealth Gas at
1-800-543-8911 or 703-631-5363. McNair Elementary School must call Columbia Gas
at 1-800-544-5606 or 703-754-6635.)
If odors are detected outside the building, it is not necessary to evacuate the building.
Evacuation is necessary only if the odors seep into the building. Call the fire department's
non-emergency number (703-691-2131) to report the smell. Then follow the procedures
listed above beginning with item 3.
H. Evacuation Plans
An evacuation plan should be posted in every classroom. This copy of the school map with
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classroom highlighted locations should indicate both the primary and the secondary
evacuation routes. The map should be labeled EVACUATION PLAN in bold red letters and
should be posted prominently next to the classroom exit and near the light switch if
possible. The plan should be oriented so that the arrow indicating the exit route from the
room is pointing in the direction of the evacuation path. (This may require that many plans
will be posted upside down or sideways.)
IV. FIRE DRILLS
A. Frequency
The Code of Virginia (Section 22.1-137) requires all public schools to conduct fire drills
once a week for the first 20 school days of the school session and then once a month for
the rest of the school year. In addition, FCPS requires that during summer school, fire drills
shall be conducted for both the morning and afternoon sessions at least once a week for
the first two weeks.
B. Procedures
Strict procedures must be followed that include notification of OSS prior to conducting a fire
drill. See the current version of Regulation 8633, section IV., B., for additional information.
C. Accountability
Being accountable for the safe evacuation of students is essential. Many principals may
select several students who are removed from the student body prior to a practice drill in
order to test the ability of staff members to quickly identify any missing students.
D. Building Search
The principal should assign appropriate staff members to search all areas of the building to
ensure that all occupants have evacuated.
E. Simulation of Blocked Exits
Principals should intentionally block an exit using a staff member or a sign to indicate the
presence of smoke. This strategy tests the abilities of teachers and students to quickly
implement their secondary evacuation plans.
F. Selection of Manual Pull Stations
Regulation 8633 requires that a different manual pull station be used to conduct each drill.
The purpose of this is to systematically test the operation of all pull stations over a period of
time.
G. Reporting
The principal must complete a fire drill form at the end of the drill, file the original in the Fire
Safety Manual. No distribution of the report is needed. These reports should be kept in the
manual for the current year plus one.
V. FIRE ALARMS
A. Volume
Fire alarms should be audible throughout all areas of the school that are normally occupied.
On occasion, the sound reduction wall treatment in music rooms will prevent occupants in
those rooms from hearing an alarm. To request adjustment of the volume of the nearby
alarm, submit an online work order request.
B. Time-Delay Fire Alarm Systems
All secondary and high schools have a three-minute-delay fire alarm reporting system.
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These systems have a presignal at the annunciator panel, located in the main office, which
notifies the school staff that a manual pull station has been activated in a particular zone.
This pre-signal allows staff members to determine if the pull station was activated as a
prank. During the three-minute delay, the alarm is not sounded throughout the school.
If it is discovered that the pull station was activated for a legitimate fire, the delay can be
overridden so that the alarm signal can be immediately sounded throughout the school.
If it is determined during the three-minute delay that the pull station was activated as a false
alarm, the system can be reset without going into a general alarm and evacuation. If the
system is reset before the sounding of the general alarm, no signal is sent to security. If the
cause of the alarm cannot be credited to a prank, the delay runs out, and the general alarm
sounds automatically.
The three-minute-delay feature is controlled by a key switch located near the annunciator
panel. The delay can only be used during regular school days between the hours of 7 a.m.
and 5 p.m. The key must be switched off all other times.
There is no requirement to report a false alarm to security, but it must be documented in the
school's Fire Safety Manual under the tab marked Fire Activity Log. If false alarms become
a continuing problem, contact security and give them a copy of the log to provide a
documented history of the problem.
C. Fire Alarm Horns and Strobes
Newer fire alarm systems feature audible horns and visual strobes in every room that can
be occupied. The strobes benefit persons with hearing disabilities and are required by the
Americans With Disabilities Act (ADA). The horns have been engineered to emit a strongly
uncomfortable sound. This sound is designed to force occupants out of the building when
the alarm sounds, but it does not damage hearing. Audio tests at schools with new alarms
have consistently shown sound pressure levels that would allow a four-hour exposure to the
alarm every school day without the need for hearing protection.
D. Trailer Classrooms
Installation of fire alarm or strobe devices in trailer, duplex trailer, quad trailer, or parko
classrooms is unnecessary because anyone in one of those structures has already
evacuated the main building. In the unlikely event of a major structural fire, the fire
department personnel may choose to evacuate trailer classrooms if the situation warrants.
E. Modular Buildings
Modular buildings, temporary structures with hallways and more than four rooms, are
equipped with a fire alarm system including manual pull stations, smoke detectors, and
audio/visual alarm devices. Fire alarm systems are required for modular buildings because
occupants must share common halls as the exit access route. The fire alarm system
installed in modular buildings is NOT connected to the main school building‟s alarm system.
When the alarm sounds in the main school building, it does not sound in the modular.
Likewise, the alarms for the modular do not sound in the main building; however there is an
annunciator alarm that sounds in the main office to alert staff that the fire alarm is sounding
in the modular.
Schools with modulars must use an alarm pull station for both the main building and the
modular to conduct a fire drill. Since the alarm systems are separate, fire drills can actually
be conducted on a split shift so that the entire school population is not participating in the
monthly fire drill at the same time. Conducting drills in this manner is a more realistic
practice of what would probably occur during a real fire emergency, since the likelihood of
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fires starting in both structures simultaneously is very remote. Modulars (and trailer
classrooms) are sited on school grounds so that a fire in any one structure will not threaten
adjacent buildings.
VI. FIRE EVACUATION STAGING AREAS (FESA)
Elevators must not be used during a fire evacuation. A FESA is an upper floor room to which
students with physical disabilities report when the alarm sounds, if they are unable to evacuate
the building without using the elevator. Staging areas serve as transition areas for students
with disabilities as they await removal by the fire department.
A. Requirement
Multilevel schools equipped with elevators must have a primary and, in most cases, a
secondary FESA. Schools with this profile should contact OSS for assistance.
B. Selection
OSS must identify all FESAs in consultation with school administrators and fire and rescue
personnel.
C. Equipment
FESAs must have a window, a door with identification signs, an exterior sign, an automatic
door closure device, a telephone, and two identification flags (one for the window and one
for the hall). FESAs are generally located near a stairwell.
D. Use
FESAs retain their normal functions. Many are teacher workrooms or offices, but most are
regular classrooms. The rooms are used as a staging area only during a fire evacuation
drill when a student with disabilities is on the upper floor at the time of the drill. A staff
member equipped with a two-way radio will report to the room and supervise the FESA
during the evacuation. During a tornado warning or a bomb threat, the staging areas are not
used; the elevator should be used to evacuate to a safe area.
E. Further Information
See the current version of Regulation 8633, section G. for additional information.
VII. PLACES OF ASSEMBLY
A “place of assembly” is any facility designed for an occupancy of 50 or more persons, such as
auditoriums, lecture halls, cafeterias, and gymnasiums.
A. Occupancy Load Signs
The Fire Marshal's office will occasionally require a school to post occupant load signs in
certain rooms of the school. The occupant load is the maximum number of people that can
be in the room at one time. This requirement can be applied to any room designated for
use by 50 or more persons. Typically these places of assembly are music rooms,
multipurpose rooms, gymnasiums, and auditoriums. If a school is required to post signs,
the Office of Design and Construction will determine the occupant load and install the
occupant load sign. The occupant load for any posted area must not be exceeded.
B. Non-fixed Seating
In cafeterias, gymnasiums, and multipurpose rooms that are to be used as auditoriums, the
following guidelines must be used when arranging the placement of non-fixed chairs.
1. Number of Seats in a Row
The maximum number of seats in a row extending from one aisle to another is 16. The
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maximum number of seats in a row extending from one aisle to a wall is eight.
2. Aisle Width
All aisles must be a minimum of 44 inches wide.
3. Aisle Termination
Every aisle must lead to an exit door or to a cross aisle (an aisle running parallel with
the seat rows and leading to an exit door).
4. Distance Between Rows
There must be at least 30 inches from the back of the seat in the next row measured in
a horizontal direction.
5. Occupant Load Maximum
The maximum number of persons permitted in the room (occupant load) must never be
exceeded.
In auditoriums with fixed seating, additional chairs must not be used without the written
approval of the Fire Marshal. In some cases, additional chairs placed between the first row
and the edge of the stage have been approved. Loose chairs must never be placed in an
auditorium aisle.
C. Emergency Evacuation Announcements
Any time a place of assembly is used by any group other than a regularly scheduled class
(for example, a play or a concert, a PTA or community meeting, or a ball game), an audio
announcement concerning emergency evacuation must be made prior to the start of the
event. This announcement may be recorded or made live and must give basic evacuation
instructions including the location of all fire exits and the paths of egress beyond the exits.
VIII. FIRE EXTINGUISHERS AND BLANKETS
A. Requirement
OSS is responsible for the location of all fire extinguisher and fire blanket installations.
They are generally located near potential ignition points such as science labs equipped with
gas burners, mechanical rooms, and kitchens.
B. Authorized Use
Fire extinguishers may be used only by trained employees. Custodians who have
completed the certified custodian training program have received training and have
participated in extinguishing practice fires. Students are prohibited from using fire
extinguishers.
C. Inspections
All fire extinguishers are inspected annually by a service contractor for the Office of
Facilities Management. School administrators are responsible for inspecting extinguishers
on a monthly basis to ensure the following five requirements are met;
1. VISIBILITY – Ensure that the fire extinguisher is clearly visible.
2. ACCESSIBILITY – Ensure that the fire extinguisher is not blocked.
3. SEAL – Determine if the plastic seal that secures the safety pin is unbroken.
4. CHARGE – Check to make sure that the proper charge is indicated by the pressure
gauge.
5. VANDALISM – Look for signs of vandalism to the operating handle, hose, and
nozzle.
These inspections occur during the first five days of every month and are documented on
the yellow inspection tag located near each extinguisher. Additional tags (and the plastic
ties to secure them to the wall) may be obtained by contacting the Office of Safety and
Security.
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IX. FIRE SAFETY REQUIREMENTS
A. Inspections
School administrators should establish programs of continual inspections of all areas and
activities in their schools to identify and correct any potential fire hazards. Inspections
should be documented in the Fire Activity Log section of the school's Fire Safety Manual.
OSS has an inspection program for all school buildings that includes fire safety-related
items. An inspector from the Fire Prevention Division inspects all schools annually. This
department is responsible for the administration and enforcement of the Fire Prevention
Code and has final authority in all matters related to that code.
B. Permits
The Fire Prevention Code permit is issued annually by a representative from the Fire
Prevention Division upon successful completion of its inspection. This permit should be
filed under Fire Department Inspections and Permits section in the school's Fire Safety
Manual.
C. Fire Safety Manual
This manual is a three-ring binder that is issued to each school. The purpose of this
manual is to bring together regulations and guidelines; inspection reports and permits; and
documentations of drills, maintenance, and inspections. The manual must be kept in the
main office in the wall-mounted Plexiglas holder so that maintenance or fire department
personnel can easily find it.
D. Fire Lanes
Fire lanes at schools are sections of parking lots and roadways that are designated by the
Fire Prevention Division for use of emergency equipment. The enforcement of the no
parking restriction is by the fire department or the local police department.
The Office of Transportation Services has an agreement with the Fire Prevention Division
that allows school bus drivers to pick up or discharge students in a designated fire lane.
Bus drivers are allowed to park in a school fire lane, but they must remain in or near the bus
so they can clear the fire lane in case of an emergency.
E. Automatic Fire Suppression Sprinklers
All new schools and new additions to schools include fire-suppression sprinkler systems.
Any time an existing school is renovated, a full fire-suppression sprinkler system is
installed. Sprinkler systems are inspected annually.
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I. REGULATIONS AND POLICIES
Chapter 6
Facilities
A. Regulation 2152-Smoking and Use of Tobacco Products by Students
Prohibits smoking and the use of tobacco products by students, grades K-12.
B. Regulation 4412-Asbestos Safety Requirements-Guidelines Regarding Notification and
Training
Outlines the responsibilities of program managers and certain other employees with regard
to safety requirements relating to asbestos.
C. Regulation 8580-Indoor and Outdoor Bleachers
Establishes procedures for operating and maintaining indoor gymnasium bleachers and
outdoor bleachers at middle, high, and secondary schools.
D. Regulation 8565-Requests for Maintenance and Repair
Prescribes procedures for submitting requests for maintenance and repair of school
buildings, grounds, equipment, and furniture.
E. State Mandated Virginia Code and Fire Prevention Code
F. Code of Virginia-School Safety Audit
Requires a written assessment of the safety conditions in each public school.
II. AUDITORIUM AND STAGE
A. Safety
Auditorium aisles and exits must be clear of chairs and other obstructions. The stage area
should be clear of discarded scenery, debris, and trash, and the dressing rooms should be
kept neat and clean. Theater Arts rooms should be neat and clean with no accumulation of
paints, costumes, scenery, paper, or combustible stage paraphernalia.
Auditorium seats should be fastened securely and should function properly. All lighting
instruments must be securely mounted and be equipped with safety chains.
B. Security
The door to the control room and the doors to the catwalk should be locked except when
they are in use.
C. Additional Information
For additional information, see Theater Safety-A Guide for Students, Teachers, and
Administrators available on the FCPSnet.
III. INDOOR BLEACHERS
A. Operation
Before operating bleachers, review the current version of FCPS Regulation 8580.
School staff members must receive training by the Office of Maintenance Services before
staff members may open or close bleachers.
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Students are not permitted to open or close bleachers.
B. Repairs
Broken bleachers should be reported to the Office of Maintenance Services. When
necessary for the safety of students, bleachers should be removed from service until
repairs can be made. The equipment taken out of service should be tagged and locked.
Under no circumstances should any person other than authorized maintenance service
staff members put such bleachers back in service or operate them in any way.
IV. BOILER AND MECHANICAL ROOMS
A. Storage
Boiler rooms and rooms designated as electrical rooms shall be kept free of combustible
materials. All storage must be at least three feet away from electrical panel boxes (outside
the painted area). Intake vents in mechanical rooms and electrical panel boxes must be
unobstructed.
B. Safety
Boiler room floors must be kept clear of grease, oil, and other slippery substances.
C. Security
Boiler rooms, electrical rooms, mechanical rooms, electrical switchboards, breaker boxes,
and high voltage transformers shall be locked.
D. Inspection
State-licensed inspectors must inspect steam boilers and pressure vessels every two years.
A current certificate of inspection showing the date of the last inspection shall be displayed.
The following pressure vessels are exempted from pressure vessel inspections:
1. Water Heater for hot water supply with less than 120 gal./200,000 BTU/hr input.
2. Pressure Vessel for air storage with less than 8 cu. ft. (60 gal.)/175 psi set pressure.
3. Pressure Vessel for potable/industrial water supply with no steam coil/less than 300
psi, and temperature not exceeding 210°F.
4. Pressure Vessel for general air and water supply with less than 120 gal.
V. DOORS
A. Accessibility
Exit and entry doors should be clear of obstructions. Doors and doorframes should be free
of paper, decorations, and other combustible materials (see chapter 5). Exit doors must
never be chained shut.
B. Visibility
Full glass doors must have opaque stripes or distinguishing colors painted across them at
eye level. Doors in heavy traffic areas and classroom doors must contain glass windows
through which a person can see another approaching from the other side.
All classroom doors must have vision panels. For safety and security reasons, classroom
door vision panels shall not be obstructed with paper or opaque media unless the school is
conducting a “lock-down”.
C. Panic Bars
Panic bars should be inspected frequently to ensure proper operation.
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D. Portable Partitions
Portable partitions are very useful in dividing large rooms into smaller instructional areas.
When partitions are used, exit routes must be maintained so students can easily and
quickly find their way to exit corridors or exit doors. The placement of the partition should
be checked in relation to the illuminated exit signs. The Office of Design and Construction
must approve the relocation of the partitions before any change is made. If the signs are
blocked, the partitions must be moved. It is important to remember that the signs must be
easily visible from the vantage point of the student.
VI. FLOORS
The partition must also be stable and resist falling over if pushed. Some partitions are on
casters that will roll if pushed; others have wide bases or a fanfold design to provide
stability. A "hands off" policy for students should be adopted.
If partitions are purchased directly through the vendor, ask about the Flamespread Index
and Smoke Development Index. The product must meet the ASTM E84-95 Standard Test
Method for Surface Burning Characteristics of Building Materials.
A. Weather
Floors must be kept dry. Water from rain and melted snow should be mopped or wiped up,
paying particular attention to floors with a smooth terrazzo or mosaic finish in which there is
no carborundum antis lip mixture. Keep appropriate no-slip mats or entry rugs in position
outside and inside all entry and exit doors in inclement weather.
B. Cleaning
Floors that have been newly mopped or waxed should be either blocked or the area should
be posted with wet floor signs.
1. INSPECTIONS and STATE MANDATED AUDITS
School Safety Audits are performed every year. This audit is a written assessment of the safety
conditions in each school made to identify and if necessary develop solutions for physical
safety and security concerns. A copy of the safety audit must be kept on file in the principal‟s
office and made available for review upon written request.
Staff members should be advised to be alert to possible unsafe conditions and to report these
conditions to appropriate staff members.
VIII. KITCHENS
A. Fans
A wall or ceiling fan should be protected with a guard if the periphery of the blades is less
than seven feet above the floor or working level. Fly fans should be positioned so that the
airflow is straight down.
B. Exhaust Hoods for Gas-Fired Equipment
Hoods must be turned on when ovens are turned on. Exhaust hoods and filters must be
kept clean. Hood systems and the integral fire suppression systems shall be inspected and
serviced every six months by a qualified contractor.
C. Portable Fire Extinguishers
All kitchens shall be equipped with a portable fire extinguisher. Fire extinguishers in
kitchens equipped with an exhaust hood fire suppression system shall have an
extinguishing agent that is compatible with the hood suppression system agent. Kitchens
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equipped with vegetable oil fryers shall have a Type K portable fire extinguisher mounted
within 30 feet of the fryer.
D. Screen Door Latches
Kitchens equipped with screen doors for ventilation must meet the following requirements:
If the door is not a required fire exit, the screen door may be secured with any type of
latch. (Required fire exits will be identified with an illuminated “EXIT” sign.)
If the door is a required exit, and the screen door is equipped with a panic bar, no other
locks or latches can be installed.
If the door is a required exit, and there is no panic bar installed, the only type of latch
permitted is the Stanley Hardware #763610 surface bolt. This hardware was approved
by the Fire Prevention Division in 1999, and reviewed for approval again in 2004.
D. Floors
Floors should be kept free of grease, oil, water, food particles, and other substances that
can cause slips and falls.
E. Aisles
Boxes, cans, cartons, and other tripping hazards should be kept out of aisles.
F. Grease Filters
Grease should not be allowed to accumulate on grease filters.
G. Cafeteria Folding Tables
Cafeteria folding tables ten feet long or longer must be placed for use, moved, and stored
by adults only. Tables folded for storage should be secured with the locking bar in place to
maintain them in the A-frame position. Stickers with storage instructions should be
attached to the tables. Extra stickers are available from OSS.
IX. STAIRWAYS AND PASSAGEWAYS
A. Safety
Stairway treads should be fastened securely and any broken edges and cracked or raised
tiles should be repaired. Handrails must be kept in place and secure. Working light bulbs
must be maintained in corridors and staircases.
B. Obstructions
Areas under the stairs must be clean and clear of stored material, and hallways and stairs
must be clear of stored material, equipment, paper, and debris. Hallways should be clear of
items with sharp projections and sharp edges.
C. Display of Student Work and Decorative Materials
The Virginia Statewide Fire Prevention Code (VSFPC) defines Decorative Materials as: All
materials, such as curtains, draperies, fabrics and surface coverings applied over the
building for decorative, acoustical or other affect; additionally cloth, cotton, hay, straw,
vines, leaves, trees and similar items utilized for decorative effect, including foam plastics
and materials containing plastics.
Section VSFPC 803.3 of the Statewide Fire Prevention Code states that ALL decorative
materials shall either be non-combustible or flame resistant.
The office of the Fire Marshal recognizes the importance of displaying children‟s artwork
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and other educational materials within the schools. Therefore, this policy shall be strictly
adhered to regarding the display of any materials. Educational materials and students'
work on the walls of stairway landings, foyers, lobbies, halls, and corridors must meet the
distance requirements.
The distance requirements for: all school areas, halls, and classrooms can be found in
Appendix H.
C. Lobby Furniture
A Fairfax County amendment to the Virginia Statewide Fire Prevention Code in July 2006
prohibits furniture, furnishings, displays, or other objects being placed in exit corridors of
schools. The requirement does have an exception which allows furniture and other objects
to be placed in corridors if they meet the following criteria:
a. Furniture located in lobbies must be secured in place, either by tethering it to a
wall mounted eye-bolt with a cable and padlock, or by bolting it to the floor.
b. There must be a minimum of 72 inches between the outermost projection of the
furniture and the opposite wall, lockers, or other furnishings.
c. Upholstered furniture must meet the NFPA 260 flame resistance requirements
for Class 1 furniture.
Please see Appendix I for the specific code language and the code commentary notes as a
means of understanding and implementing the requirements of Section 803.3.3.
X. WINDOWS
A. Operating Windows
Classroom windows should be checked periodically for easy opening. Students shall not
be allowed to operate windows. Windows should be freed by using proper lubrication
rather than by thrusting or pounding on them with the heel of the hand.
B. Window Latches
Latches should be checked periodically to ensure proper working condition.
C. Window Protrusion
Windows opening into the classroom or walkway (inside or outside) should not protrude
beyond the window sills.
XI. LEAD-BASED PAINT
A. Danger
The ingestion of lead-based paint chips or the inhalation of lead-based paint dust can
cause lead poisoning. The symptoms of lead poisoning among children include behavioral
changes, appetite suppression, weight loss, sleep disturbance, hyperactivity, attention
disorder, and hearing impairment. Exposed children are more likely to have learning
disabilities and require special education. The effect of lead poisoning on mental
development is most severe among children under the age of six years.
B. Status at FCPS Facilities
Some lead-based paint may be in buildings constructed before the ban of the paint in 1978,
particularly on steel structural supports primed by the manufacturer. These structures are
generally not accessible to children. There is no need for concern about buildings or
additions constructed after 1978.
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The identification of lead-based paint requires sophisticated laboratory analysis or the use
of an instrument called an X-ray fluorescence spectrum analyzer (XRF). Using an XRF,
OSS has determined that there is very little lead-based paint in FCPS buildings or on
playground equipment.
C. Removal
Identified lead-based paint is not necessarily removed. A risk assessment is performed to
determine the seriousness of the hazard: the condition of the paint, the surface and
structure to which it adheres, whether the surface is subject to regular impact or abrasion,
and whether it is within reach of small children. In many cases, the safest thing to do is to
leave the paint alone.
D. More Information
Contact your family physician or the Fairfax County Health Department, 703-246-2411, for
questions regarding your child's health. Additional information is available through the
Virginia Department of Health, Childhood Lead Poisoning Prevention program,
804-786-7367.
For more information on the inspection of FCPS facilities, contact OSS. For information on
testing your home, contact the Fairfax County Health Department at 703-246-2300.
XII. INDOOR AIR QUALITY (IAQ)
Children are especially susceptible to air pollutants even at low concentrations because
children breathe a greater volume of air relative to their body weights. Also school building
occupants often include those who are allergic or asthmatic or have respiratory disease or
suppressed immune systems that make them particularly susceptible to the effects of poor air
quality. As a result, any inquiries or complaints related to air quality should be addressed in a
timely manner.
A. Causes
1. Secondhand Smoke
Tobacco use is prohibited on FCPS property.
2. Radon
All FCPS buildings have been tested for radon. The few buildings with elevated levels
have been fitted with mitigating devices that minimize the concentrations of the gas.
3. Asbestos
FCPS has a management plan in buildings that have asbestos-containing materials to
eliminate the potential of asbestos fiber release. Questions regarding the asbestosabatement
plan should be directed to the Asbestos and Radon Section of the
Department of Facilities Services.
4. Other Contaminants
Contaminants from outdoors, such as engine exhaust from idling vehicles, or
contaminants from building materials, furnishings, or activities can be controlled through
the mechanisms for source removal, such as local exhaust ventilation, general
mechanical ventilation, or substitution of materials.
The use of some materials, such as leaded ceramic glazes or formaldehyde, is
prohibited. The use of pesticides is controlled through work practices that minimize
their release or reduce the likelihood of incidental exposure.
5. Environmental Stressors
Improper lighting, noise, vibration, overcrowding, heat and humidity, ergonomic
stressors, and occupation-related psychosocial problems such as peer pressure may
cause discomfort and induce symptoms similar to those associated with poor air quality.
6. Sick Building Syndrome
This problem is characterized by nonspecific complaints including eye, nose, and throat
41

irritation; dry mucous membranes and skin; arrhythmia, mental fatigue, and headache;
respiratory infection and cough; hoarseness of voice and wheezing; hypersensitivity
reactions; and nausea and dizziness.
7. Building-Related Disease
This problem is characterized by specific medical conditions that can be documented by
physical signs and laboratory findings that are traceable to a specific contaminant
source.
B. Solutions
Often poor IAQ is the result of inadequate ventilation. Correcting the problem may require
simply improving the ventilation or discontinuing the activity that is the source of the
problem.
1. Green Plants
Plant metabolic exchange rate is inconsequential when compared to mechanical
ventilation rates and room air changes per hour. In addition, poorly maintained planters
and excess moisture may actually promote the growth of microorganisms that may
become airborne contaminants.
2. Air Cleaners
While most air cleaners are effective in removing some air pollutants, most are
designed to filter air in a room that is one-sixth the volume of the average FCPS
classroom. The use of multiple devices will create an unacceptable noise level.
3. Ozone Generators
There are many brands and models of ozone generators on the market. They vary in
the amount of ozone they can produce. In many circumstances, the use of an ozone
generator may not result in ozone concentrations that exceed public health
standards. Results of some controlled studies show that concentrations of ozone
considerably higher than these standards are possible even when a user follows the
manufacturer‟s operating instructions. Ozone generators should not be used in
classrooms.
4. Humidifiers
Humidifiers are commonly used in homes to relieve the physical discomforts of dry
nose, throat, lips, and skin. The moisture they add to dry air also helps alleviate
common nuisances brought on by winter heating, such as static electricity, peeling
wallpaper, and cracks in paint and furniture. However, excess moisture can encourage
the growth of biological organisms in the home. These organisms include dust mites,
which are microscopic animals that produce materials causing allergic reactions to
household dust, and molds.
Recent studies by the Environmental Protection Agency (EPA) and the Consumer
Product Safety Commission (CPSC) have shown that ultrasonic and impeller (or "cool
mist") humidifiers can disperse materials, such as microorganisms and minerals, from
their water tanks into indoor air.
Microorganisms often grow in humidifiers which are equipped with tanks containing
standing water. Breathing mist containing these pollutants has been implicated as
causing a certain type of inflammation of the lungs. Humidifiers should not be used in
classrooms.
5. Source Control
The most effective way to improve IAQ is to control the contaminants at their source.
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C. Procedures for Handling IAQ Complaints
The school administrator should:
1. Respond immediately. When a complaint is ignored and left unresolved, the
emotional reaction to the lack of response may displace the physical discomfort that
caused the original complaint.
2. Increase fresh airflow. Lack of fresh air is often the cause of an IAQ complaint.
3. Look for obvious signs of air contaminants. Discourage nonroutine activities such as
spray painting or cooking that create strong odors. Advise drivers of idling vehicles to
move away from the building or shut off their engines.
4. Suggest regular consumption of fluids. Irritated eyes and raspy throats are more
likely caused by low humidity than anything else in the building, particularly during the
heating season.
5. Evaluate the effectiveness of custodial equipment maintenance. Check to see if
vacuum bags and filters are changed frequently.
6. Consider the substitution of materials and supplies that may be sources of air
contamination. Read product labels carefully.
7. For general IAQ concerns, call the environmental engineer within the Office of Facility
Management for an analysis of IAQ. The environmental health specialist within the
Office of Safety and Security can assist in IAQ concerns. The safety specialist within
the Office of Design and Construction can assist with IAQ concerns that arise during
renovation projects.
43

I. REGULATIONS AND POLICIES
Chapter 7
Grounds
A. Regulation 8580 - Indoor and Outdoor Bleachers
Establishes procedures for operating and maintaining indoor gymnasium bleachers and
outdoor bleachers at middle, high, and secondary schools.
B. Regulation 8511 - Custodial Services-Instructions Concerning Snow Emergencies
Gives instructions to be followed in snow emergencies.
C. Regulation 8565 - Requests for Maintenance and Repair
Gives procedures for submitting requests for maintenance and repair of school buildings,
grounds, equipment, and furniture.
D. Regulation 8579 - Athletic Fields and Equipment-Installation, Modification, and Relocation
Establishes procedures for ensuring that all athletic fields and equipment are in safe
operating condition following installation, modification, or relocation.
II. BUILDING EXTERIORS
A. Stairways and Walkways
Handrails along steps must be kept in place and secure, and the steps must be in good
condition with no broken edges. School grounds should be kept clear of holes,
depressions, protrusions, rocky areas, broken glass, and debris. Sidewalks, driveways,
and parking areas should have no major cracks, holes, or uneven surfaces. Fences and
gates should be in good operating condition with no protruding ends or other projections.
B. Safeguards
Safeguards must be provided to prevent students from climbing on building roofs and
climbing inside open culverts and storm drain entrances.
A 2/A:40/B:C type fire extinguisher should be provided at gas pumps during filling
operations, and the extinguisher should be stored in a safe location when the pumps are
closed.
C. Trash
Trash cans should be emptied regularly, and dumpsters should be located on a paved
surface with doors and lids closed.
D. Snow Removal
Immediately following the end of a snowfall, principals shall notify custodians to remove the
snow from these areas:
1. Sidewalks. (Concrete pathways up to one year old should not use chemical deicers.)
2. Entrances.
3. Bus loading and unloading areas.
4. Oil tank filler caps and stick line caps.
When a snowfall occurs over the weekend or at any other time when school is not in
session, the areas listed in 1, 2, and 3 above shall be cleared prior to school opening.
See Regulation 8511.1 for additional information concerning snow removal.
44

E. Flora and Fauna Problems
Bird's nests should be kept out of fire bells, grills, and screens. Any evidence of rodent or
insect nesting should be reported to the Office of Plant Operations.
Students and teachers should be made aware that some plants are poisonous and can be
fatal when eaten. A list of poisonous plants is found in Appendix D.
Pets should not be exercised on school grounds. For more information on this issue,
contact the Office of Safety and Security (OSS).
III. PLAYGROUNDS
A. Installation
Installation of playground equipment must be approved by the cluster director before
equipment is purchased.
The procedure for Installation of Outdoor Playground Equipment policy must be followed
when planning additional playground equipment. This document may be obtained from the
Office of Design and Construction Services.
An appropriate ground cover (shock-absorbing Woodcarpet © ) should be placed under the
playground equipment to provide cushioning and proper drainage.
B. Maintenance
Playground equipment and areas beneath and around it should be kept free of trash and
sharp or dangerous objects, such as cans, broken glass, nails, etc. An adequate depth of
ground cover should be maintained under equipment (eight inches is recommended).
C. Inspections
Procedures should be established for regular inspection (e.g., "The first thing on Monday
morning...") of all playground equipment to identify any part needing repair or replacement.
Documentation of the inspections will aid in the tracking of recurring problems or
maintenance response.
An annual inspection of playgrounds by a certified playground inspector is performed by the
Maintenance Engineering section of the Office of Facilities Management.
A careful inspection for bees, especially during the spring and summer months, is
necessary. Covered areas of play structures are ideal locations for nests. Remove nests or
report them to the Plant Operations Services Section, Pest Control.
D. Supervision and Safety Practices
Adequate supervision on playgrounds must be provided at all times but especially when
children are using the equipment. An adult supervisor should be available for every 25
students or one classroom and positioned to observe students' play. The supervisor should
look for children misusing equipment, attempting to perform unsuitable stunts, climbing on
structures such as swings, and participating in general roughhousing. Adults supervising the
playground should be equipped with a cell phone or portable radio in case it is necessary to
call for assistance.
General safety rules for the entire playground area should be posted and taught to children
and staff members and reviewed periodically. It is recommended that the rules be posted
for students and staff members to see.
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A plan for training playground supervisors in safe playground management should be
developed. Cooperative faculty planning with the physical education teacher and curriculum
specialist is recommended. The plan should be reviewed at a meeting at the beginning of
the year.
During mowing periods, activities on the field or on the playground should be discontinued or
moved. Power mowers are capable of hurling rocks, glass, and other objects a hundred
yards with sufficient force to cause serious injury.
IV. OUTDOOR ATHLETIC FACILITIES
A. Fields and Courts
Playing fields and courts must be kept clear of broken glass and debris, and asphalt courts
must be maintained without significant cracks or depressions that would be likely to cause a
tripping problem.
Outdoor equipment, backstops, goalposts, and fences must be kept free of defects. Athletic
equipment, such as football sleds and benches, must be stored away from the activity area
when not in use. The border around jumping pits must be flush with the ground, without
protruding ends or raised edges.
Portable goals on FCPS fields may be owned by FCPS or local youth athletic leagues.
Youth athletic leagues utilizing FCPS facilities and fields must follow all FCPS regulations as
outlined in The Safety Manual (8615 (8615).P).
Portable soccer goals can be unsafe because they are unstable when they are either
unanchored or not properly anchored or secured. These movable soccer goals pose a risk
of tip over to children who climb on goals (or nets) or hang from the crossbar. Portable
soccer goals must have warning stickers giving instructions to never climb on goals. All
portable goals shall be either anchored or secured to prevent overturning when in use (see
Appendix G). These stickers are available through the Office of Safety and Security at 571-
423-2010.
After all local youth athletic leagues play, portable goals (soccer, field hockey, or lacrosse)
used on FCPS athletic fields must be either properly stored off the athletic field using chains
to mitigate any turnover risk or physically removed from FCPS property. Athletic leagues
must obtain the permission of the local program manger to securely store these goals on
FCPS property.
During the soccer competition season, FCPS portable soccer goals used on competition
athletic fields (High School) can remain in place by being secured in the ground by utilizing
auger/stake anchors or can be stored off the athletic field using chains to mitigate any
turnover risk. Portable soccer goals must be properly stored off the athletic field using
chains to mitigate any turnover risk after the season.
FCPS portable soccer goals used on non-competition athletic fields (Middle School and
Elementary School) must be properly stored off the athletic field using chains to mitigate any
turnover risk after use after use.
It is the responsibility of the local Director of Student Activities (at the High School level) or
the local Physical Education teacher (at the Middle School and Elementary School level) to
assure that soccer goals are secured while in use, secured in place, and/or stored off the
athletic field using chains. It shall be the responsibility of the above FCPS staff members to
maintain the proper securing equipment (augers, stakes) and chains/locks for storing.
46

B. Outdoor Bleachers
1. Regulation 8580
This regulation establishing procedures for operating and maintaining indoor and
outdoor bleachers should be reviewed annually with appropriate staff members.
2. Inspections
Regular inspection ensures the safe use of outdoor bleachers. Specified staff members
in middle, high, and secondary schools shall inspect outdoor bleachers before and after
each use and at least monthly during the off-seasons. Off-season inspections are
required because the bleachers are accessible to the public even when not in use by the
school. The current version of Regulation 8580 lists the items to examine during
inspections.
3. Maintenance
The Office of Facilities Management shall inspect all outdoor bleachers with a staff
member in accordance with an established schedule. Facilities Management personnel
shall initiate work orders for repairs identified during the inspection with repairs
completed before the opening of the football season. Scheduled inspections shall also
be made during October and April. Problems identified during the April inspection shall
be corrected before graduation practice begins. Baseball bleachers shall be inspected
annually during February, with repairs completed before the start of the baseball season.
4. Bleacher Repairs
Needed repairs should be reported by bleacher section number by submitting an online
work order to the Work Order Section of Facilities Management. A broken bleacher
board shall be considered an emergency and reported immediately.
5. Emergency Situations
School staff members are responsible for immediately securing any area where broken
bleachers, handrails, or supports are observed. Facilities Management will take
immediate action when notified of an emergency situation involving bleachers.
C. Outdoor Athletic Facilities
Concession stands, press boxes, storage buildings, ticket booths and other outdoor athletic
facilities at all FCPS sites will be inspected by OSS annually. Recommendations resulting
from this inspection will be given to the principal in a written report. Any recommendation
involving significant (immediately dangerous to life and health) structural, electrical, plumbing
or fire code violations must be corrected before the facility can be occupied or used. All
FCPS outdoor storage buildings shall be secured by a lock that is accessible by the FCPS
grand master key system (see current version of FCPS Regulation 8624) to include typical
FCPS padlock systems (2402 or 3456 Master padlocks).
Outdoor storage buildings not owned by FCPS (e.g. athletic boosters, community use
groups, or parent teacher organizations) shall be approved by the program manager and
erected through the DC-407 Capital Outlay process.
Non-FCPS outdoor storage building shall not be used to store chemical products such as
pesticides, fertilizers, or fuel containers for power equipment. All non-FCPS outdoor storage
buildings shall be secured either by a lock that is accessible by the FCPS grand master key
system (see current version of FCPS Regulation 8624) or by individual padlocks. If a non-
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FCPS owned outdoor storage is secured by a non-FCPS padlock, a set of keys for that
padlock shall be maintained in the front office so that the storage building is accessible for
inspection by OSS staff members. In the event access is not readily obtainable during an
inspection, OSS staff may forcibly remove any lock found on these buildings and replace it
with a FCPS padlock.
V. HELICOPTER LANDING AREAS
A. Prohibition
The landing, operating, or storing of helicopters on school grounds is prohibited, unless
specifically approved by the cluster director or a landing is required for medical, fire, or
rescue emergencies.
B. Exceptions
When the cluster director grants an exception for a helicopter to land on school grounds.
Call the Public Safety Communications Center (703-691-2131) using the center's nonemergency
telephone number when:
1. Dignitaries or government officials are being transported.
2. A helicopter is landing for a class demonstration or school display.
3. A pilot requests that fire and rescue be standing by.
In the event of an emergency, dial 911.
VI. STEEL CABLE OR CHAIN BARRIERS
Installation of steel cable or chain barriers is prohibited without the specific approval of OSS. If
there is an approved steel cable or chain barrier located on the school grounds, it must be
sleeved with plastic PVC pipe for greater visibility.
48

Chapter 8
Loss Control and Liability
Risk Management provides guidance, reviews, and recommendations to school and department
personnel concerning contractual issues, liability assessments, and loss control topics. It is involved
with loss control primarily because of potential liability issues that emerge during the normal process
of operating a large and diverse school system. The issues are wide ranging in scope and are
raised by many FCPS employees. Many of these issues are quickly resolved with little time
involved. Others require time-consuming research and, occasionally, legal opinions.
I. REGULATIONS AND POLICIES
A. Code of Virginia
B. The Code of the County of Fairfax, Virginia
C. Policies, Bylaws, and Regulations, Fairfax County Public Schools
II. LIABILITY
See the web page for Risk Management at fcpsnet/fnx/OFAS/rm.htm
II. ASSISTANCE
Many recurring issues or activities must be considered individually because they are so complex
and variable. The following is a sample of issues that should be discussed with Risk
Management, Department of Financial Services, on a case-by-case basis:
A. Amusements (moon bounce, dunk tank, Velcro jumping, etc.)
B. Unusual field trips or events (slip-n-slide, truck day)
C. Unusual athletic events, including competitions (e.g., 3-on-3 basketball, 5K race,
wrestling club, hiking off campus)
D. Changes in approved school transportation mode or route
E. Child care in schools
F. Mentor and tutor programs
G. Donations to and from FCPS
H. Homecoming floats (built off campus)
I. Hovercraft construction
J. Reptiles in the classroom
K. Unusual fund-raising activities
49

I. REGULATIONS AND POLICIES
Chapter 9
Chemical Safety
A. Regulation 8628 - Chemicals/Chemical Products for Instruction
II. PURPOSE
A. The regulation specifies a strict procedure for purchasing potentially toxic materials used in
the instructional program to provide for the safety of students and employees. The
procedures are designed to:
1. Prevent the purchase of materials that pose an unacceptable risk.
2. Control the quantities of the materials that are purchased.
3. Ensure that the users of approved materials have safety and health information as required
by Virginia‟s Hazard Communication Standard (VOSH 1910.1200).
B. Material Safety Data Sheets (MSDS)
These information sheets describe the hazards related to the use of each chemical. The
hazard communication standard requires that an MSDS be available to all employees who
use each chemical.
C. Purchasing Procedures
No hazardous chemical may be purchased without the written approval of the
environmental health specialist. This restriction applies to chemicals ordered using regular
purchase request (PR) through the county and school procurement system (CASPS),
cards, green dollars, and non-appropriated funds. Before requesting the purchase of a
hazardous chemical, employees shall determine whether or not the chemical has been
previously approved. He or she shall also obtain and review the MSDS to compare the
potential hazard of the chemical against the educational benefit, and shall choose a less
hazardous alternative whenever feasible.
All requests for purchase of hazardous chemicals not previously approved shall be
reviewed by the environmental health specialist. The review may be facilitated by using the
purchase request for non-approved chemicals. The applicable MSDS shall be obtained
and forwarded to the environmental health specialist with the purchase request form.
Purchase requests approved by the environmental health specialist are forwarded to the
Office of Supply Operations or to the vendor, as appropriate. A copy of the approval and
the applicable MSDS shall be forwarded to the originator of the purchase request via fax.
A disapproved request is returned to the originator with a written explanation for the denial
and/or a suggestion for a safe alternative. A disapproved request may be resubmitted after
removing the chemical that poses an unacceptable health or safety hazard and/or reducing
the quantity ordered.
D. Prohibited Chemicals
Chemicals that have been classified as human carcinogens or a potential risk are
prohibited from being purchased, stored, or used by any school or office.
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E. Chemical Gifts
No one is permitted to accept gifts of chemicals from individuals, government agencies,
corporations, companies, or any other source without written authorization from the Office
of Safety and Security.
F. Exemption
Chemicals ordered through the Office of Supply Operations from the Instructional Supplies
Catalog or listed as approved by OSS are exempt from this regulation.
II. RESPONSIBILITIES
The guidelines provide simplified directions in order to ensure minimizing exposures, to students
and employees, to hazardous materials and conditions in science classrooms. It should be kept
in mind that any activity that cannot be done safely must not be done at all.
A. Office of Safety and Security
OSS, with the cooperation of the Instructional Services Department (ISD), is responsible for
developing and modifying the guidelines and for determining what materials can be safely
used in a specific facility.
B. Instructional Services Department
ISD, with the cooperation of OSS, is responsible for selecting the minimal variety of
materials required to accomplish the program of studies (POS) and for assisting in the
enforcement of these limitations.
C. Science Teachers
Science teachers are responsible for instructing students in the proper safety procedures
related to each process and for conveying health hazard information on the materials being
used. Each new group of students should receive this information in the form of an
instructional unit, reinforced through discussion, handouts, and quizzes. Teachers should
also supervise students as they work to ensure that safe procedures are being followed and
that student work areas are safe.
III. GENERAL SAFETY PROCEDURES
A. Precautions
Teachers must inform students of the emergency exit route from the building and plan and
practice evacuation. They must post appropriate safety rules and review them frequently
with the class.
Teachers should inspect the laboratory before each class for obvious safety hazards, wet
floors, broken furniture, and accumulated trash and anticipate the actions required if a spill
should occur, providing neutralizing and cleanup materials in an accessible location. They
must determine what safety equipment is required and verify its accessibility and proper
working condition.
All safety equipment in laboratories shall be accessible at all times. Eyewash stations
should be tested monthly and prior to lab activities. Drench showers should be tested
biannually. Fume cupboards should draw at least 90 linear feet per minute (lfm) when the
bottom edge of the fume cupboard door is positioned 12 inches from the fume cupboard
deck. Information detailing laboratory safety equipment can be found in Appendix K or on
the OSS FCPSNET site at http://www.fcps.edu/fts/safety-security/factsheets/seh-38.pdf.
51

B. In-Class Procedures
Teachers should enforce safety rules, cease any activity that creates hazardous working
conditions, prohibit the consumption of food and beverages, and discourage the use of
contact lenses. (See Chapter 2, Section III, Paragraph F.4.) Teachers should not use
malfunctioning or damaged equipment. They should refer all repairs, modifications, and
construction to authorized persons. Thorough hand washing at the end of the class is
encouraged.
IV. CHEMICAL SAFETY PROCEDURES
A. Selection
Use of chemicals must be limited to those required by the program of studies and those
that can be safely used in the facility. Alternative materials should be carefully considered
and safer products substituted whenever possible. Cost should not influence the choice.
Teachers should read and follow the product manufacturer's instructions and read and
understand the health and safety information provided by the MSDS.
B. Handling
Teachers should ensure that the following precautions are taken:
1. Always use personal protective equipment (goggles, gloves, etc.) as specified in the
use instructions.
2. Allow only a teacher, a trained student assistant, or a staff member to handle
concentrated materials requiring mixing or diluting.
3. Handle materials gently. Avoid splashing, sloshing, or spraying.
4. Work in a fume cupboard or under a hood, or use local exhaust. Consider moving the
handling of concentrated ingredients to a science laboratory preparation room or similar
facility where better safety equipment is available. Exercise great care when moving
chemicals from room to room.
5. Transfer chemicals using large-mouth funnels and other appropriate lab ware.
6. Clean up spills promptly, following required precautions. Use appropriate absorbents
and neutralizing materials.
7. Wash hands thoroughly after handling any chemicals.
8. Rinse thoroughly, with clean water, all contaminated utensils and equipment after each
period of use.
9. Dispose of waste materials immediately after use. Avoid accumulation of waste.
C. Storage
Chemicals must be stored properly after referring to the Chemical Storage Inspection
report. Diluted or mixed chemicals should be stored in clearly labeled and dated containers
(do not use food or beverage containers). Chemicals to be reused should be covered and
transferred to closed and clearly labeled containers.
Chemical storage rooms must remain locked to prevent unauthorized entry. Chemical
storage rooms must have all entrance doors properly labeled identifying the room as
„Chemical Storage‟. The location of the MSDS book shall be indicated on the chemical
storage sign. Chemical storage room stickers are available through OSS at 571-423-2010.
E. Specific Situations
1. Compressed Gas Cylinder Safety
Compressed gases are a unique safety concern in that they have the potential for
simultaneous exposure to both mechanical and chemical hazards depending on the
52

particular gas. Compressed gases are normally stored in containers of such high
pressure that they must be handled as high-energy sources or explosives. The sudden
release of any compressed gas could cause the cylinder to become a missile and
cause severe personal injury or property damage. Users should avoid damaging the
valve assembly. Cylinders with removable valve guards should never be moved unless
the valve guard is installed.
When in use, the cylinders must be in the vertical position and securely anchored by a
chain or strap to a wall, workbench, or appropriate cart to prevent toppling. Do not store
cylinders near sources of heat or ignition, or in direct sunlight. Never open the valve of
a cylinder that is not properly labeled. Do not rely solely on the cylinder color for
identification. Return empty cylinders to the vendor. Never use a gas without first
reviewing the MSDS. Always follow the precautions for the specific gases being
handled.
2. Dry Ice
Dry ice is the frozen solid form of carbon dioxide. It is extremely cold (109 degrees F
below zero). Direct contact with dry ice may cause severe burns. Use tongs or gloves
to handle dry ice. Never store dry ice in closed containers or containers with stoppers.
As the dry ice sublimes (melts), carbon dioxide gas is liberated. Carbon dioxide gas is
heavier than air and can displace oxygen. This displacement may result in suffocation.
Never use dry ice in unventilated areas. Do not store dry ice in containers that require
the insertion of the head or shoulders to reach the bottom.
V. CHEMICAL PURCHASE PROCEDURES
A. Process
Supplies on hand should be inventoried before placing an order. Follow the ordering
procedures found in the current version of Regulation 8628, purchasing only those
chemicals required by the program of students or approved by the OSS, Coordinator for
Safety and Environmental Health.
Date products as they are received, and use the oldest first; use dating to determine rate of
consumption. Obtain a material safety data sheet for each product ordered.
B. Considerations When Ordering
Consider alternatives. (See section IV.A. above.) Reduce the potential for overexposure to
more hazardous materials by purchasing ready-to-use products that require no mixing or
dilution of concentrated ingredients.
Avoid bulk purchase unless large quantities of the product are required. While the cost per
unit is generally cheaper in large purchases, the cost of the disposal of unused portions
must be considered. Very often the cost of the disposal exceeds the original price. Also,
unused products deteriorate with age, and contents of large containers are more likely to
become contaminated through frequent dispensing. Smaller containers promote freshness,
maintain quality, and reduce the likelihood of contamination.
C. Excess Materials
Notify OSS of any unused or discontinued materials so that they can be transferred to a
potential user, avoiding wasteful disposal of a usable product.
VI. WASTE DISPOSAL PROCEDURES
A. General Procedures
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The manufacturer's label provides directions for disposal procedures.
The accumulation of waste should be avoided by disposing of it as soon as possible after
use. This immediate disposal eliminates the complications associated with disposal of large
quantities. OSS should be contacted for advice or removal of wastes that cannot be
disposed of safely.
B. Mercury Spill Cleanup Procedures
Procedures for the cleanup of a broken thermometer must include precautions against being
cut. Since mercury can be absorbed through prolonged contact with the skin, use gloves,
tongs, or other instruments.
When mercury is spilled, the potential for exposure is mainly through inhalation. Fortunately,
the vapor pressure of mercury is very low, so mercury is not readily released into the air in
significant concentrations unless it is dispersed through mechanical action. It is only
dangerous in a finely divided form. Users should attempt to minimize the dispersion of
mercury. To lessen the dispersion of mercury:
1. Initiate cleanup immediately, warning others without creating panic.
2. Maximize ventilation; open windows and doors and use electric fans.
3. Avoid walking in the spill area; cover shoes with plastic bags, if necessary.
4. Students/staff members that may have walked in or immediately near the mercury
spill should remove their shoes at the classroom door prior to exiting into the hallway.
5. Do not use a broom, brush, mop, or ordinary vacuum cleaner to pick up
mercury. Gently push the mercury beads together using stiff paper or single-layered
cardboard.
6. Draw mercury into a medicine dropper, or push it onto stiff paper.
7. Carefully transfer the collected mercury to a seamless bottle.
8. Label bottle and either give it to the science chairperson or call OSS for pickup.
9. For difficult cleanups, call OSS.
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I. REGULATIONS AND POLICIES
Chapter 10
Health and Biological Hazard Awareness
A. Policy 2101-Physical Examinations, Immunizations, Contagious Diseases, Treatment of
Injuries
Describes legal requirements regarding health and welfare.
B. Regulation 2101-Physical Examinations and Immunizations of Students
Provides requirements and procedures for the physical examination and immunization
information that must be provided for students entering school.
C. Regulation 2102-First Aid, Emergency Treatment, Health Plans, and Facilitation of the Use
of Medications for Students
Prescribes procedures for the items listed in title.
D. Regulation 2104-Health Services-Specific Health Care Procedures
Establishes rules to follow when the physician of a student prescribes a specific health
procedure to be provided for the student during school hours.
E. Regulation 2108-Human Immunodeficiency Virus (HIV)
Establishes policy regarding students who are infected with HIV.
F. Regulation 2610-Exclusion (Suspension or Expulsion) of Students From School
Establishes procedures governing exclusion (suspension and expulsion) of students from
school for student conduct on school property, while engaged in or attending a school
activity, or while going to or returning from school. Students may also be disciplined for acts
committed away from school property and outside school hours if the conduct is detrimental
to the interest of the school or adversely affects school discipline.
G. Regulation 4415-Hygiene Practices
Establishes a hygiene plan for implementation in all FCPS work locations.
H. Regulation 4720-Employee Work-Incurred Injuries-Workers' Compensation Benefits
Establishes procedures for reporting work-incurred injuries, determining eligibility for
workers' compensation, and processing claims.
I. Policy 7203-Food Sales and Services
Provides guidelines for the sale of food in schools.
J. Regulation 7204-Food Services -Food Sales in Schools
Outlines the restrictions that govern the sale of food items in the schools. In order to help
students in establishing good nutrition habits, to assure that sanitary food practices are
maintained, and to preserve a sound financial status in each school food service program:
1. No food or beverage will be offered for sale to students before or during the scheduled
school day on the school premises by other than an individual school's food service
program.
2. No school or organization will contract for or offer on its own at other times any sale of
food or beverage to students in competition with an established Office of Food and
Nutrition Services program.
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K. Regulation 8635 -Bloodborne Pathogens-Postexposure Medical Evaluation and Follow-Up
Specifies a procedure for obtaining postexposure medical evaluation and follow-up in
accordance with Virginia Occupational Safety and Health Regulation 1910.1030 when a
School Board employee receives a work-incurred exposure to human blood.
II. INFECTION CONTROL
A. Personal Awareness
1. Hand washing
Frequent and thorough hand washing is an essential deterrent to infection.
2. Disposable Latex and Vinyl Gloves
Natural latex disposal gloves are normally provided to employees. However, natural latex
may cause a hypersensitivity reaction in some people. This allergic reaction may include
swelling or redness of the skin or a life-threatening asthma-like response. Vinyl gloves
are available for employees who have a latex allergy or who work with children with latex
allergies.
The use of latex gloves provides an effective barrier to the transmission of infectious
organisms when used correctly and when coupled with effective hand washing practices.
The gloves protect the wearer from exposure to blood and body fluid of others, provide a
barrier against transmission of disease from one child to another, and provide a barrier
against transmission of disease from the wearer to the child.
The users of disposable gloves must be fastidious in their use of the gloves and
recognize that soiled gloves, as well as dirty hands, may become a serious source of
contamination in the classroom. Once the gloves become soiled, the wearer must avoid
the handling of furniture, toys, and other objects that might become contaminated.
Caregivers must wash hands after use of gloves and change gloves as frequently as
necessary in order to avoid the inadvertent spread of disease.
3. Universal Precautions
Any FCPS employee who handles human body fluids must be aware of and follow the
universal hygiene precautions. These precautions are the subject of a video It's Up to
You and are prominently displayed in poster form in the school clinic. Additional
information is available in the Bloodborne Pathogen Exposure Control Plan that may be
found in the school clinic or may be obtained by contacting the Office of Safety and
Security (OSS).
B. Bloodborne Pathogens
1. Exposure
Employees who routinely administer first-aid or care for students with special needs are
considered at an increased risk of exposure to bloodborne pathogens, including HIV and
the hepatitis B virus (HBV). Other employees are exposed only as a result of an
accident or as a result of performing a Good Samaritan act and, in these cases, only
when blood is present.
Exposure is not simple contact with blood. Exposure occurs only when the blood of an
infected individual enters the bloodstream through a cut or sore, or when it is splashed
into the eyes, nose, or mouth. Exposure does not occur through contact with other body
fluids unless blood is present. Exposure can be avoided by using universal precautions
(See Section II. C. above.), including the use of latex gloves.
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All FCPS employees are eligible for postexposure medical evaluation and followup
treatment from FCPS-authorized health care providers, at no cost.
Any employee who is exposed should seek medical treatment from any health provider
listed in the current version of Regulation 4720 or as amended as soon as possible and
as close to within 24 hours of the exposure incident as possible. The required report
forms and detailed procedures are described in the current version of Regulation 8635 ,
and a detailed description of the FCPS Bloodborne Pathogen.
Exposure Control Plan is available in the school clinic. Visitors, volunteers, and parents
of children who have been exposed should be asked to seek the advice of a family
physician. For additional information, contact the coordinator of the Environmental
Health Section of OSS.
2. Hepatitis B Vaccination
Each athletic trainer, director of student activities, and principal must familiarize himself
or herself with the Bloodborne Pathogen Exposure Control Plan in order to have a clear
understanding of what exposure is, what to do in the event of an exposure, and where to
go for help.
OSS is responsible for determining who is at increased risk of exposure to blood and
body fluids containing blood and for providing training to these employees on how to
protect themselves. The head athletic trainer in each high school is required to provide
this training to coaches and to update the training annually. Written verification of
training for each at-risk employee must be kept on file at OSS. It is this training report
that causes OSS to send a vaccination authorization form to the eligible employees
enabling them to receive, at no cost to them, the first in a series of three shots. Eligible
employees are asked to complete the series; they may call OSS to get authorization for
the second and third shots.
Although head athletic trainers and wrestling coaches are considered to be at greater
risk of exposure to bloodborne pathogens, all coaches are subject to the occasional
contact with blood when administering first aid. As a result, they should be aware of
what constitutes exposure, the universal precautions to avoid exposure, and their
eligibility for postexposure medical evaluation and follow-up (see the current version of
Regulation 8635) if an exposure occurs.
3. Sharps
The more commonly recognized sharps-objects that pierce-are medical instruments
such as syringes, lances, and hypodermic needles but also may include broken
laboratory glassware, Exacto blades, and sewing needles that have been contaminated
with blood. In addition to the obvious physical hazard, used sharps, if contaminated with
blood, may transmit HIV and HBV. Contaminated sharps must be immediately placed in
a puncture-proof, clearly labeled container. A container designated for sharps disposal
has been provided to each clinic. If the container is inadequately sized or already full, a
coffee can or similar container may be used.
Teachers must understand the need to handle contaminated sharps in a way to minimize
the risk of transmission of bloodborne diseases. An inadvertent prick with a sewing
needle or an intentional jab with a needle as a prank must be handled as if it were a
potential source of infection. Teachers and custodians must be especially careful when
handling sharps to avoid self-exposure. Broken glass should be handled with gloves,
tongs, broom, or scoop and placed in a puncture-proof container whether contaminated
with blood or not.
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To obtain a new container contact OSS. Full sharps containers should be disposed of in
accordance with proper procedures.
Uncontaminated broken glass or other sharp objects are not required to be put in the
regulated waste container. After the uncontaminated sharps are placed in a punctureproof
container, such as a heavy cardboard box or an empty coffee can, they can be
placed in a regular trash receptacle.
4. Infectious Waste Disposal and Regulated Waste
The red plastic bucket located in the clinic is for the disposal of materials that are soaked
with blood. Broken glass and other sharp objects that are contaminated with blood
should be placed in a puncture-proof container and then placed in the regulated waste
container.
5. Disposal of Other Body Fluids
Materials that are contaminated with human waste (urine and feces), vomitus, saliva,
mucus, or perspiration are not considered regulated waste. Regulated waste also does
not include used band-aids, sanitary napkins, or dirty diapers. If flushable, these
materials should be flushed down the toilet; if not, they should be double-bagged and
placed immediately in the dumpster.
6. Human Bites
Some victims of hepatitis B infections may harbor the virus in their saliva. In a few of
these cases, a sufficient number of viruses may be in the saliva to represent a
transmissible dose. If such an infected individual were to bite someone and copious
amounts of saliva were to be introduced into the bloodstream, transmission could
possibly occur. The risk of transmission by this route is considered to be extremely
small. There have been no documented reports of this occurring.
Despite the small risk, employees who receive a bite that breaks the skin should treat
the bite as if it were an exposure to a bloodborne pathogen and follow the procedures
outlined in the current version of Regulation 8635. Children and visitors who have been
bitten should be referred to their family physicians.
III. FOOD PREPARATION
Contaminated food is a frequent vehicle for the transmission of disease. Handling food with
unwashed hands is the single most frequent source of contamination. Everyone should wash
his or her hands prior to preparing or eating food.
A. Classroom Food Preparation
In general, these guidelines apply to food activities where food preparation and storage
facilities are limited or not readily available. They do not apply where food safety and
sanitation are an integral part of the curriculum (home economics or restaurant trades) or
where they are already a part of the operating procedures (Office of Food and Nutrition
Services).
Avoid potentially hazardous foods such as eggs, meat, and dairy products. Keep hot foods
hot and cold foods cold; bacteria will multiply rapidly when food is held at room temperature.
Handling raw meat, bringing food from home (other than for designated celebrations), and
preparing foods such as soup or ice cream by large groups is prohibited.
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Foods such as fresh fruit, fresh vegetables, nuts, cereals, jellies, and peanut butter (items
that do not require refrigeration) are considered acceptable when used in their natural
states. These become hazardous when combined with eggs, meat, and dairy products.
Students may bring unopened ingredients or commercially prepared products. The school
cafeteria manager or the home economics department may provide help for the storage and
preparation of food.
Encourage the practice of acceptable food preparation procedures such as using personal
hygiene (hand washing), proper food handling (no finger tasting), and nutrition; prohibiting ill
children from having contact with the ingredients or other children's food; using simple
recipes with limited direct contact with food; preparing and serving food in small sample
sizes to avoid bulk preparation; using disposable eating utensils; serving food immediately
after preparation; and keeping hot food hot (over 140 degrees F) and cold food cold (45
degrees F or under). Also ask an adult to operate appliances, use wax paper or plastic wrap
to line work surfaces, and plan the food lesson so that it does not interfere with the students'
appetite for lunch.
B. Food Preparation for Classroom Special Events
Follow the food preparation procedures described in section III. A. above. Serving individual
portions of commercially prepared, prepackaged food items is desirable, provided that
perishable items are held at the proper temperature until served. Ice cream bars or cups are
preferred over the use of bulk ice cream that requires dipping. Fruit juice, fruit drinks, and
sodas may be dispensed in disposable cups, provided that the ice is from an approved
source and the beverage, ice, and cups are handled in a manner to prevent contamination.
Prepared food originating from a commercial source, properly delivered, and properly
cooked prior to use may be served using disposable tableware.
Homemade nonperishable baked goods and confections may be served when properly
dispensed using disposable tableware, provided that the food is protected from
contamination during delivery and properly held until served. The serving of perishable
homemade foods is not permitted. During culturally oriented in-school preparation or service
of food, obtain the cooperation of the Office of Food and Nutrition Services, the home
economics department, or the restaurant trades program, unless the food is not potentially
hazardous.
C. Food Service Guidelines for Fund-Raising
The fund-raising activities of all school-sponsored organizations or supporting organizations
must conform to local regulations governing the service of food to the public. The types of
foods that are permitted to be served to the public are limited when health departmentapproved
facilities are not available for use. Contact the Fairfax County Health Department
for additional information.
Acceptable food preparation procedures should be followed. Homemade nonperishable
baked goods and confections may be sold when dispensed in pre-wrapped portions. The
sale of other homemade food is not permitted. The sale of individual portions of
commercially prepared prepackaged food items is allowed without restriction provided that
perishable foods are held at proper temperatures until sold.
Fruit juice, fruit drinks, and sodas may be dispensed into disposable cups. The cups must
be protected from contamination; unused, unwrapped cups must be discarded. Beverage
ice must be from an approved commercial source and properly dispensed. Nothing is
permitted to be stored in the beverage ice.
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Foods that are not potentially hazardous, such as popcorn, cotton candy, or candy apples,
may be prepared provided that the ingredients and finished products have been protected
from contamination. Potentially hazardous foods requiring limited preparation (heat and
serve) such as hot dogs, hamburgers, and nachos may be prepared only when health
department-approved facilities are available. The preparation of potentially dangerous
mixtures (meat or fish salads) or food requiring extensive preparation is prohibited.
When health department-approved facilities are not available, potentially hazardous foods
requiring limited preparation may be prepared in an approved facility elsewhere, prewrapped,
and transported to the site of the event. The dispensing of prepared food
originating from a commercial source is approved. The delivery in both situations must
maintain the required temperature to protect the food from contamination.
For fund-raising involving culturally oriented food, see the last paragraph under section III. B.
above.
For restrictions on the sale of food in school to students, see the current versions of Policy
7203 and also Regulation 7204.
D. Food Service Vending at Youth Athletic Events
Food served at concession stands during youth athletic events at FCPS must be done with
the approval of the health department. Each school is responsible for obtaining a Youth
Athletic Event health permit from the Fairfax County Health Department (FCHD).
In order to ensure food is prepared safely, the FCHD also requires that a member of each
youth athletic concession stand attend a basic food safety class, which is provided free of
charge by the FCHD. A class schedule, application form, and additional information on this
process can be found at:http://www.fairfaxcounty.gov/hd/food/foodpdf/fssworkshopyouth.pdf.
Some of the topics covered during this training include: no bare-hand contact with foods,
proper hand washing, food storage and cooking temperatures, and preventing crosscontamination.
Menu offerings at these concession stands should be as simple as possible. Limiting foods
to hot dogs, nachos with cheese, and other items that do not require cooking that produces
grease-laden vapors is preferred.
The International Fire Code requires that all equipment (used in a commercial process be
they either commercial or residential grade equipment) used to cook foods which produce
grease-laden vapors, such as hamburgers, must be installed (complying with the
International Mechanical Code) under an approved Type I hood system (capable of
removing grease from the air before it enters the duct system) and shall be provided with an
approved automatic fire suppression system.
If the youth concession stand does not have a Type I hood system and approved automatic
fire suppression system, cooking of foods which produce grease-laden vapors shall not
occur. For example, if you have a stove at your concession stand and it is not installed
under an approved hood, you can boil hot dogs, which does not produce grease-laden
vapors, but you cannot cook hamburgers. Foods that produce grease laden vapors can still
be cooked out doors (e.g. hamburgers on a gas or charcoal grill) following FCPS guidelines
for grills.
IV. OTHER PHYSICAL PROBLEMS
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A. Water Quality
1. Public Water Supplies
Except for Clifton Elementary School, FCPS facilities are connected to public water
supplies, which are required to meet water quality standards established by the
Environmental Protection Agency (EPA) and enforced by the state department of health.
The safety of the drinking water is the responsibility of the water authority that supplies
the water. Many of these water authorities have designated FCPS buildings as their
distribution sampling sites.
2. Wells on FCPS Property
Wells serve Clifton Elementary School. Since the wells are on FCPS-owned property,
FCPS has the responsibility for ensuring the water quality. The Lead and Copper Rule
for Small Waterworks sets action levels for dissolved lead and copper concentrations
and requires sampling under specific conditions and at prescribed sites within each
distribution system. The action levels are not equivalent to maximum contamination
levels, but are levels which, if exceeded, indicate that the owner must initiate control
measures to minimize the potential concentration of contaminants. Successful control
measures are in place.
The water regulations also require that FCPS monitor bacteriological quality through the
monthly collection of water samples for analysis by the state laboratory. The results of
this analysis are consistently negative, meaning the supplies are free of harmful bacteria.
3. Lead in Drinking Water
In1988, the Office of Safety and Security tested the drinking water in all FCPS facilities in
accordance with an EPA suggested protocol. All fixtures, including refrigerated water
coolers, and other plumbing components that were found to be contributing to elevated
lead levels have since been removed and replaced. FCPS facilities constructed after
1988, do not contain plumbing fixtures or refrigerated water coolers that contain lead
solder or lead components (These were banned in 1983.). Ongoing lead-level monitoring
of the drinking water is not necessary, because the relative stability of the plumbing
materials themselves is not likely to result in a change in the dissolved lead levels.
B. Cancer Clusters
When several persons working in the same building are identified as having cancer, the
tendency is to label the building as the cause of the cancer. However, this conclusion is
often based on incomplete or wrong information, insupportable assumptions, or unfounded
fear. The type of cancer, whether or not there is confirmation of diagnosis, whether there is
a genetic propensity for the particular type of cancer, and whether age, diet, smoking, or
alcohol consumption are factors that must be considered.
C. Tuberculosis
Tuberculosis (TB) is a bacterial infection of the lungs that causes cough, fatigue, weight
loss, swollen glands, and fever. This active tuberculosis infection can damage lungs and
spread to other vital organs. About 10 percent of those with active infections will die from
the disease, usually from lack of adequate treatment. Those individuals with an inactive
tuberculosis infection are not sick and cannot spread the disease.
A person with active TB will release infectious bacteria into the air while coughing, sneezing,
laughing, or singing. The more contact one has with an active case, the greater the risk of
exposure. A healthy person's immune system can effectively control the infection, often for a
lifetime. Only 10 percent of people who become infected will develop the active disease.
A simple skin test can identify those who have been infected with the TB germ with a
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positive test and indication that the germ is in the body, but not that one is sick. A positive
test should be followed by additional tests, including a chest x-ray and/or sputum samples to
confirm the absence of an active disease. Treatment of active cases requires taking a
combination of drugs over a six- to nine-month period. TB cases with active disease are
noninfectious soon after they begin treatment.
All active and suspected TB cases are reported to the Fairfax County Health Department.
Each case is contacted by a public health nurse, ensuring appropriate monitoring and
treatment. The health department routinely screens refugees, foreign-born students
enrolling in school for the first time, and citizens who have resided in a foreign country for
five months or longer.
For more information, contact your family physician, school‟s Public Health Nurse, or the
Fairfax County Health Department.
D. Asthma
An estimated three million school children are affected by asthma. These children are
susceptible to acute respiratory distress through constriction of their airways when exposed
to a variety of environmental factors including natural air contaminants (pet dander, molds,
and pollen), irritating odors, and strong odors. Teachers can help asthmatics avoid these
triggers by recognizing and refraining from performing the activities that are likely to produce
them. The use of spray paints or adhesives is an obvious example. Less obvious and more
insidious is the use of natural materials such as corn stalks or feathers as seasonal
decorations.
Teachers must be alert to the signs of distress and seek help for the asthmatic student at
the clinic. Symptoms of a consistent mild cough and heaviness or tightness of the chest can
progress rapidly to shortness of breath, difficulty in speaking, wheezing, or gasping.
If some unidentified condition is thought to trigger an asthmatic attack in the classroom,
contact OSS for a respiratory hazard evaluation.
E. Head Lice
Outbreaks of head lice are common among children in schools and daycare, affecting all
social and economic groups. Because there is no evidence that head lice transmit disease,
Pediculosis is considered a nuisance rather than a health hazard. Head lice are not spread
to humans from pets. Head lice are spread either by direct contact with a person who has
head lice or indirectly by contact with personal belongings of an infested person.
Lice cannot jump or fly; they crawl. Lice that drop off a human head are probably dead or
dying. Neither lice nor nits survive more than 48 hours at room temperature.
FCPS will not and does not approve of pesticides being applied in classrooms to treat for
head lice. Treatment of school classrooms with pesticides is not effective in solving head
lice outbreaks. Treatment of affected students is the only effective means of ending a head
lice outbreak.
For more information, please contact your school‟s Public Health Nurse or the Office of
Student Services‟ Health and Home Instruction Specialist at 571-423-4402.
F. Food Allergies
All teachers should identify students with life-threatening allergies, learn as much as
possible about their allergies, take measures to protect them, and be prepared to handle any
severe reactions that occur despite precautions. Teachers of kindergarten and preschool
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children are reminded that smaller children are particularly susceptible to food allergies.
Besides reacting with swelling, itching, rash, diarrhea, and asthma, some children may react
violently to ingesting even trace amounts of implicated foods. Commonly incriminated foods
include milk, eggs, nuts, wheat, peanuts, soybeans, chocolate, certain food additives (MSG),
and all products containing one or more of these ingredients.
Anaphylaxis is a sudden, severe, potentially fatal, systemic allergic reaction that can involve
various areas of the body (such as the skin, respiratory tract, gastrointestinal tract, and
cardiovascular system). Symptoms occur within minutes to two hours after contact with the
allergy-causing substance but, in rare instances, may occur up to four hours later.
Anaphylactic reactions can be mild to life threatening. The annual incidence of anaphylactic
reactions is about 30 per 100,000 persons, and individuals with asthma, eczema, or hay
fever are at greater relative risk of experiencing anaphylaxis.
An anaphylactic reaction may begin with a tingling sensation, itching, or metallic taste in the
mouth. Other symptoms can include hives, a sensation of warmth, asthma symptoms,
swelling of the mouth and throat area, difficulty breathing, vomiting, diarrhea, cramping, a
drop in blood pressure, and loss of consciousness. These symptoms may begin in as little
as five to 15 minutes to up to two hours after exposure to the allergen, but life-threatening
reactions may progress over hours.
Some individuals have a reaction, and the symptoms go away only to return two to three
hours later. This is called a "biphasic reaction." Often the symptoms occur in the respiratory
tract and take the individual by surprise.
Food-sensitive adults and older children can avoid adverse health reactions simply by
avoiding the implicated food or foods that they suspect may cause them problems. A
younger child, on the other hand, requires the protection of a vigilant adult who is aware of
the child's sensitivity. Teachers are provided information on the special health needs of
sensitive children and must assume the responsibility to protect them from exposure.
Teachers should be especially cautious when food made of unknown ingredients is brought
into the classroom. All teachers are also reminded to include health warnings in their
teaching plans when preparing for a substitute.
For more information, please contact your school‟s Public Health Nurse or the Office of
Student Services‟ Health and Home Instruction Specialist at 571-423-4402.
G. Video Display Terminals
1. Emissions
No scientific evidence indicates that electromagnetic fields (EMF) are responsible for
symptoms experienced by the use of video display terminals (VDT). Most of the
symptoms are more likely caused by ergonomic problems (posture), improper lighting, or
work-related stresses. Burning, irritated eyes have been reported to be the result of the
reduction in the frequency of moisture-replenishing eye blinking. A VDT user does not
blink as often as does someone who is reading or in conversation. Concerns about VDT
emissions can be addressed by contacting the Environmental Health Section of OSS,
which can measure the VDT's EMF emissions.
2. Screen Shields
These filters will effectively reduce the EMF emissions from a VDT. However, all
electrical devices emit EMF, so the use of a VDT screen filter does not significantly
reduce EMF exposure and therefore is not really cost-effective. Exposure can be
reduced effectively by simply moving away from the screen or other source.
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H. Pepper Spray
Pepper spray is considered a weapon and should be handled with respect for the damage
they may cause. Possession of pepper spray by students is prohibited (see the current
version of Regulation 2610). However, no such prohibition applies to teachers or staff
members. Teachers and staff members are cautioned that the pepper spray that they may
carry for personal protection must be kept out of the reach of children. While pepper spray
is considered harmless, it does cause swelling of mucous membranes and a choking
sensation that may elicit a life-threatening response from asthmatics and other susceptible
children. Even when not directly exposed to the spray, the stress caused by the reaction to
the spray in a school has caused asthma attacks among susceptible children.
Leave pepper spray either at home or locked in your car. If you must carry pepper spray
with you, keep it hidden and secure. For more information, contact the security coordinator.
I. Heat-Related Illness
(See Appendix E, Prevention of Heat-Related Illness.)
J. West-Nile Disease
West Nile virus is a mosquito-borne virus that can cause encephalitis (inflammation of the
brain) or meningitis (inflammation of the lining of brain and spinal cord). The virus was first
reported in the United States during summer 1999. It is thought to have been carried into
this country by migratory birds. Common house mosquitoes become infected with West Nile
virus by biting birds that carry the virus. Humans and birds can become infected with the
virus when bitten by infected mosquitoes.
Mosquitoes are poor fliers, so most of the mosquitoes seen around your school come from
the school property or adjacent properties. To prevent mosquitoes from becoming a
problem, make sure breeding sites are eliminated. Mosquito breeding occurs during months
with warm temperatures. Mosquitoes breed in still water. The most effective way to control
mosquitoes is to eliminate any standing water where mosquito larvae can live. Check the
school grounds for the following:
1. Roof gutters and roof drains
Ask the building supervisor to check these areas regularly for standing water.
2. Soda cans and other containers
Discard or recycle all cans and drink receptacles.
3. Trash cans
Empty trash cans regularly, especially following weekends and/or rainstorms.
4. Birdbaths
If the school has a nature area, clean and change the water in the birdbath every few
days.
5. Puddles and swampy areas
Drain the water. Submit a work order to have areas filled with clean soil.
To avoid mosquito bites:
1. Wear long pants and long sleeves when outside.
2. Use insect repellent on any skin areas that are not covered.
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Follow manufacturer‟s recommendations for insect repellent use. Some insect repellents
are toxic if ingested and are toxic to children.
V. OTHER SANITARY PRECAUTIONS
A. Tooth Brushing
Children should wash their hands before brushing teeth. Toothbrushes should be stored
separately between uses in clean covered containers. If stored together, they should be
racked in such a way that the brushes do not contact each other. Toothpaste should be
dispensed from personal, individually assigned tubes or transferred from a common tube
using a disposable spatula. Never allow the tip of a common tube to come in direct contact
with a toothbrush. Rinse water should be provided in single-service cups. Paper cups must
be protected from contamination in storage and discarded after use.
B. Musical (Woodwind) Instruments
Recorders that are loaned to students for an academic year must be cleansed and
disinfected before they are reassigned using the following procedures: cleanse the recorder
in warm water and detergent using a bottle brush or cloth pulled through the instrument,
rinse under water to remove the detergent, immerse the instrument in a 1:10 dilution of 5.25
percent sodium hypochlorite (laundry bleach) for 10 minutes, rinse the recorder thoroughly
under running water, allow the instrument to dry, and store in a clean, protected place. If a
sheath is used, it must also be disinfected following the procedure described above.
Because the bleach is caustic, direct skin contact must be avoided by using gloves or tongs.
Cleaning the instrument in a dishwasher is not an effective method for disinfecting musical
instruments. Cracked, chewed, or scored instruments should be discarded.
The practice of providing a substitute recorder to children who leave theirs at home should
be discouraged to limit the handling of the disinfectant. These children could continue their
participation with an instrument having no mouthpiece.
C. Wading Pools
The use of portable wading pools for recreation is prohibited. Even though the water may be
changed frequently, without the benefit of constant filtration and the controlled addition of a
chemical disinfectant, the water becomes stagnant and serves as a common vehicle for the
transmission of infectious organisms from one child to another.
D. Mildew Control
Mold and mildew are a seasonal problem in some air-conditioned FCPS buildings, especially
in the summer when the relative humidity is high and the classrooms are unoccupied. The
key to controlling the presence of mold and mildew is to control the humidity, avoiding the
formation of condensation and allowing damp surfaces to dry quickly. This is particularly
difficult during the summer because this is the time when the custodial staff does much of its
heavy cleaning, including the shampooing of carpets. The problem can be minimized if the
custodial staff follows these guidelines:
1. Shampoo carpets only when extraction (suction) equipment is available for use.
2. Follow the carpet shampoo mixing directions exactly.
3. Arrange to use carpet dryers or fans to blow large amounts of air across the wet carpet
surface. The goal is to dry the carpet within 24 hours.
4. Leave the doors open and the lights on.
5. Make sure all exhaust fans and powered roof ventilators are working.
6. Operate the air conditioning equipment between 73 and 79 degrees Fahrenheit.
Contact the Office of Plant Operations for more information about carpet cleaning
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procedures. For other moisture control issues contact Maintenance Engineering.
E. Sandboxes and Water Tables
Soiled water in a water table may spread germs in the classroom. The table should be
drained and disinfected after each day's use. While sand is less likely to support the growth
of germs, the practice of wetting the sand has been discovered in several classrooms to
cause the growth of mildew, which may adversely affect the health of sensitive children.
Teachers need to check the tables carefully when sand is used. An unpleasant odor will
probably be the first sign that the sand should be discarded. The use of food products such
as rice or beans in these tables is unacceptable.
Never forget that hand washing is the most important barrier to the transmission of disease
among school children. Children must be encouraged to wash hands after playing with sand
or water in a water table.
F. Microorganisms and Fungal Cultures
Only nonpathogenic microorganisms shall be cultured or employed for classroom use.
Human or human products shall not be used as a source of bacterial or microbial culture
materials. The use of blood agar, serum agar, or chocolate agar is to be avoided since
these agars promote the growth of human pathogenic organisms.
All bacterial cultures should be handled as if they were pathogenic using the following
procedures:
1. Plates or petri dishes should be secured with tape to prevent the accidental exposure to
content.
2. Colonies should be counted on closed plates or petri dishes.
3. When working with cultured materials, students should be instructed to keep their hands
away from the mouth, nose, and eyes. All students should wash their hands when
leaving the laboratory.
4. Pipetting by mouth is prohibited. If pipetting is necessary, a pipetting bulb should be used
with a plug of cotton placed between the liquid and the pipetting bulb.
5. Culture plates or petri dishes should be auto-claved for 20 minutes at 140 Kpa (15 lb/in)
pressure prior to disposal.
When culturing fungi, measures shall be taken to prevent the release of spores into the
environment. Standard aseptic techniques shall be used for any fungal transfers. Disposal
of cultures shall be accomplished only after autoclaving at 140 Kpa for 15 minutes. Viral
cultures shall not be used. The control and disposal of viral cultures are beyond the
capability of high school laboratory facilities.
In elementary schools, bread mold experiments and activities in which agar plates are
exposed to the air shall be undertaken with great caution. Some students are allergic to
molds; therefore, mold cultures shall be observed only in covered containers. To dispose of
molds, cultures shall be placed in sealed plastic bags before being put in trash containers.
G. Hair Restraints
Each of the culinary technology kitchens is subject to the requirement governing food and
food service establishments in Fairfax County. Employees in these establishments are
required to wear effective hair restraints to prevent loosened hair from falling into food or
utensils. The students in the culinary technology program are being trained to work in a
commercial setting, must learn the need for full regulatory compliance, and are, therefore,
required to wear effective hair restraints.
Students working in the home economics food labs, on the other hand, are learning to
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prepare food in a domestic setting and are not subject to regulation. However, these
students should pull their hair away from their faces and off their shoulders for safety
reasons.
If there are questions regarding hair restraints, contact OSS or the Fairfax County Health
Department.
H. Disinfection of Environmental Surfaces
Chlorine bleach (5.25 percent sodium hypochlorite) in a 1:10 dilution is an effective surface
disinfectant that will kill microorganisms and mildew. Bleach should be used only on
colorfast washable surfaces. This solution is too strong to be used on food contact surfaces
or cafeteria tables.
The solution should be mixed immediately prior to use in a cleaned, rinsed plastic container
by pouring one measure of bleach into ten measures of water. This is a concentrated
caustic solution, so eye and skin contact must be avoided. When being used to remove
mildew, wring the cloth or sponge tightly to ensure thorough removal of the mold. Change
the solution frequently to keep it clean and effective. Take care to avoid bleaching fabrics
and carpets by splashing or dripping.
Do not mix the solution with any other cleaning agents.
I. Wiping Procedures for Cafeteria Tables
The use of a weak bleach solution is an effective way to reduce the presence of harmful
germs on lunch tables. Using the proportional equivalent of one teaspoon laundry bleach in
two gallons of lukewarm water, mix in a clean plastic or stainless steel container. The
custodian or cafeteria attendant should perform this task daily, using caution when handling
the bleach. The food service manager should test the concentration with test strips to
confirm that the concentration is 50 parts per million. Once the mixing routine has been
established and the concentration confirmed, only occasional testing is necessary.
The solution should be given, to the cafeteria assistant, in small pails with handles. The use
of a spray dispenser by or near children is not recommended. The children's use of the
solution must be carefully monitored. They should rinse clean sponges or reusable
disposable cloths (Handiwipes) in the solution and wipe the tables. When the solution
becomes soiled, it should be changed. Then the used solution should be poured into the
kitchen sink.
67

I. POLICIES AND REGULATIONS
Chapter 11
Severe Weather
A. Regulation 8625 - Safety Procedures–High Winds, Severe Thunderstorms, Tornadoes,
and Tornado Drills. Prescribes procedures and responsibilities designed to provide
protection from tornadoes and other severe storms.
II. DEFINITIONS
A. ADVISORY An advisory is issued when a hazardous weather or hydrologic event is
expected to occur, but there is no immediate threat.
B. WATCH A watch is used when the risk of a hazardous weather or hydrologic event has
increased significantly, but its occurrence, location, and/or timing is still uncertain. It is
intended to provide enough lead time so that those who need to set their plans in motion
can do so.
C. WARNING A warning is issued when a hazardous weather or hydrologic event is
occurring, is imminent, or has a very high probability of occurring. A warning is used for
conditions posing a threat to life or property.
D. TORNADO A tornado is a violently destructive rotating storm, accompanied by a funnelshaped
cloud that progresses in a relatively narrow path over land. Most tornadoes have
winds less than 110 miles per hour (mph) and last from one to ten minutes. However,
stronger tornadoes will last 20 minutes or longer and can have winds greater that 205
mph.
E. SEVERE THUNDERSTORM A storm that is characterized by the presence of heavy rain,
lightning and thunder, damaging straight-line winds that can reach 140 mph, and the
possibility of large hail.
F. HIGH WIND A situation where sustained winds of 40 mph or higher, and/or wind gusts of
58 mph or higher for one hour or more. National Weather Service should provide more
definitive forecasted sustained and/or gusting wind speeds during a High Wind Warning.
III. TORNADOES AND HIGH WIND
Occupants of schools must know how to respond when their location is threatened by strong,
damaging winds. Preparation involves several simple steps.
A. Select shelter areas Shelter areas must be established that are sufficient to hold the entire
population of the school. The purpose of the shelters are to provide safe areas from the
danger of flying glass and debris from broken windows, or in the case of strong tornadoes,
injury from structural failure of the school building. Good shelter areas can usually be
established in ground floor hallways and interior windowless rooms. When selecting shelter
areas, sections of the school with the following features MUST be avoided;
Areas with direct exposure to exterior windows
Large rooms with free-span roofs such as gymnasiums and auditoriums
Second floor rooms and halls
ANY trailer-type classroom including modular annex buildings
B. Establish emergency plans for occupants of trailer and modular classrooms Students
and staff in non-masonry buildings are at greater risk of injury from severe winds.
Depending on the strength of the wind, those persons should seek shelter in the main
school building.
High Wind Warning With a Forecast of Sustained or Gusting Winds in Excess of
75 MPH Occupants of all non-masonry buildings (trailer classrooms and modular
buildings) must relocate to the main school building. It is NOT necessary for anyone to
seek the protection of the school‟s tornado shelter areas. Any area in the main school
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uilding is safe during the time period of a high wind warning.
Severe Thunderstorm Warnings If sustained or gusting winds from a thunderstorm
exceed 75 mph, evacuate all occupants of all non-masonry buildings (classroom trailers
and modular buildings) to the main building. It is NOT necessary for them to use the
tornado shelter areas.
Tornado Warnings All trailer and modular occupants must evacuate and seek shelter in
the school‟s tornado shelter area.
C. Protection of persons with physical disabilities
Elevators Persons who are unable to use stairs and rely on the elevator should use the
elevator to evacuate from the second floor when a tornado warning is announced.
Unlike the procedures used for fire evacuation.
IV. TORNADO DRILLS
One (1) tornado drill is required each school year per Virginia State Code 22.1-137.1. The
tornado drill must take place in March. Tornado drills are documented by school staff after
the drill is completed on the Safety and Transportation Online Drill Reporting intranet
website. This website can be found at http://151.188.241.207/SafetyDrillReports.
V. THUNDERSTORMS AND LIGHTNING SAFETY
Coaches and sports officials, physical education teachers, playground monitors, and school
administrators must recognize the hazard posed by lightning and know what to do to
minimize the risk of serious injury or death during outdoor activities.
A. Identify Safe Shelters
Determine the closest safe structures in advance of any activity. Safe structures include
the nearest school building, a complete enclosure, or a fully enclosed metal vehicle with
windows tightly closed. Press boxes, sheds, storage buildings, or dugouts will not
provide adequate protection.
B. Determine How Close the Lightning Is
Practice the flash-to-bang method of measuring of lightning distance as it approaches.
Using this method, one counts the seconds from seeing the stroke to hearing the
thunder. For each 5-second count, lightning is 1 mile away. (Example: At 25 seconds,
the strike is 5 miles away.)
C. Participant and Spectator Notification
Inform participants and spectators when a thunderstorm watch is in effect. Tell them that
play will be suspended as lightning approaches, what the clear-the-area signal is, where
to go for safe shelter, and what routes to take as they evacuate the area. Prior to
outdoor competitions, this should include a formal announcement over the public
address system. Select a distinctive, recognizable method to announce or signal the
lightning warning and clear-the-area order, such as blasts of a whistle and a shouted
command.
D. Designate a Weather Monitor
One person should be responsible for monitoring the weather forecasts, watching for the
developing weather conditions accompanied by lightning, and timing the flash-to-bang
intervals at the first sound of thunder. The use of an inexpensive radio tuned to the allweather
or all-news radio station is recommended (bursts of static on the radio indicate
lightning in the area). This person should have the authority to order that the clear-thearea
signal be given or be in constant contact with the person who does have the
authority.
E. Know When to Take Immediate Action
At a count of 15 seconds (3 miles) there is imminent danger, and immediate defensive
action must be taken. When lightning strikes this close, participants and spectators are
in immediate danger. It is strongly recommended that the clear-the-area signal be given
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when the flash-to-bang count is no less than 30 seconds (6 miles), especially when small
children or a large number of spectators are at risk.
F. Determine How Long to Stay Sheltered
Follow the “30/30 Rule”. Remain in the safety of a shelter for a minimum of 30 minutes
from the last nearby lightning strike (flash-to-bang count no less than 30 seconds) before
resuming activities.
VI. WEATHER ALERTS
A. WEATHER RADIO
Every school is equipped with at least one weather radio that is permanently tuned to one
of the National Weather Service (NWS) broadcast transmitters.
B. PROGRAMABLE WEATHER RADIOS
Many schools are equipped with NWS weather radios that feature S.A.M.E. (Specific
Area Message Encoding) technology that allows the school to receive only the weather
alerts specific to Fairfax County. It is a good idea to program bordering counties to
ensure early warnings of severe weather. The recommended programming codes for
these radios are:
Fairfax County 051059
Prince William County 051153
Loudoun County 051107
Montgomery County 024031
C. SCHOOL HANDHELD RADIOS
School employees who use FCPS-issued walkie-talkies can receive weather bulletins by
tuning their radios to channel 13. If they have not been programmed to receive the NWS
broadcast, they can be modified by the DIT-Field Services Office.
D. MESSAGE ALERT SYSTEM (MAS)
FCPS uses the Message Alert System (MAS) to immediately contact you during a crisis,
emergency or for urgent administrative messages. The FCPS Message Alert System
integration with Meteorlogix‟s MXVision Weather Sentry allows individual users to receive
weather updates from any one or all of six (6) different school sites. Please log in to
manage your account, or click register to set up your account.
The FCPS Message Alert System delivers important alerts, notifications and updates to
you on all your devices:
e-mail account (work, home, other)
cell phone
pager,
Blackberry
Palm pilot and/or PDA
Authorized senders can instantly notify you using the FCPS Message Alert System. The
FCPS Message Alert System is your personal connection to real-time updates and other
important information.
E. HOT WEATHER AND OZONE SAFETY
When the potential for days with extreme temperatures and/or high ozone levels, the
Office of Safety and Security will post “Ozone Action Day Alerts” on the FCPSNET under
“What‟s New Today?” Alerts will be posted before 07:30 on days when the National
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Weather Service (NWS) and/or Washington Metropolitan Council of Governments
(MWCOG) issues a forecast for Fairfax County for the following events or combination of
events:
Heat Advisory - Issued by NWS, when the heat index is likely to reach the danger
category.
Code Red for Ozone - Issued by MWCOG, when the air quality is expected to
reach unhealthful levels in the afternoon [Ozone levels between 151-200 parts
per billion (ppb)].
Code Purple for Ozone - Issued by MWCOG, when the air quality is expected to
reach very unhealthful levels in the afternoon. [Ozone levels between 201 - 300
parts per billion (ppb)].
Some of the actions that FCPS will implement on these days are:
Heat Advisory - When the heat index is likely to reach the danger category: All
FCPS school-based outdoor activity participants and employees should follow
precautions to prevent heat related illness. Please follow the below link to the
OSS fact sheet on the prevention of heat related illness
(http://www.fcps.edu/fts/safety-security/factsheets/seh-15.pdf).
All VHSL in-season athletics and activities (outdoor athletics, marching band
and/or Drill Team/Color Guard): please consult with the school's certified athletic
trainer for practice and contest protocols.
All outside physical education, outside recess, outside curriculum activities, and
outside pre-conditioning athletics and camp activities will be suspended during
the time period of the warning or alert.
Code Red and Purple - When the air quality is expected to reach unhealthy
and/or very unhealthy levels: All outdoor physical activity should be suspended
between 11:00 am and 6:00 pm: no outdoor recess, no outdoor physical
education activities, no outdoor sports activities, no outdoor marching band
practice, and no grounds mowing operations (FCPS and contractor operations).
Additionally, all FCPS employees should curtail the fueling of gasoline powered
vehicles/maintenance equipment during the day.
Additional information can be found in Appendix E.
71

I. POLICIES AND REGULATIONS
Chapter 12
Insurance and Self-Insurance
A. Policy 5705–Purpose and Responsibilities of Risk Management
Provides information on the purpose and responsibilities or risk management in Fairfax
County Public Schools.
B. Policy 5710–Property and Casualty Coverage and Bonds
Provides information on the various insurance and self-insurance coverage available to
protect School Board property and resources and to safeguard the interests of the School
Board, its employees and volunteers, and certain others as appropriate.
C. Notice 5710-Insurance Fact Sheet
Transmits the insurance fact sheet for employees and volunteers.
D. Regulation 5720-Property Losses
Requires schools and offices to request repair or replacement of property losses within 30
days, using one of the forms attached to the regulation and an appropriate order form. It
also defines coverages, exclusions, and limits.
E. Policy and Regulation 5725-Responsibilities for Students' Personal Property
Requires that students be responsible for the personal property that they take to a school
building, onto school grounds, on a school-sponsored function (such as a field trip), or on a
school bus. Teachers or other employees may not accept responsibility for student property
on behalf of the school or the school division.
F. Regulation 5730-Privately Owned Vehicle Accident Reporting Procedures
Informs employees that the School Board does not cover physical damage coverage on an
employee's vehicle. It does provide liability coverage, but only on an excess basis.
G. Policy 5740-Student Accident and Life Insurance
Requires that student, football, and dental accident insurance, as well as life insurance, be
made available, on a voluntary basis, to every FCPS student (except adult education
students). It also requires that all students participating in freshman, junior varsity, or varsity
football be covered by accident or medical insurance.
H. Notice 5740-Student Accident Claims Procedures
Notice 5740-Student Accident, Dental Accident, and Life Insurance
Notice 5740-Student Accident Insurance-Football
Provides information on the student insurance programs provided by the School Board for
purchase by parents or students (optional).
I. Regulation 5742-Field Trip Accident and Illness Insurance
Defines the terms of coverage for the School Board's field trip accident and illness insurance
and establishes claims procedures for benefits under the policy.
J. Regulation 5750-Volunteer Worker Accidents
Defines limited coverage for medical bills incurred as a result of injury suffered by an
approved School Board volunteer worker.
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K. Regulation 5770–Reporting Student Injuries
Provides information for reporting student injuries online.
L. Regulation 5780–Reporting Vandalism, Theft, or Break-in Procedures
Requires schools and offices to report theft, vandalism, and break-ins within 30 days, using
form SD-15.
M. Regulation 3810-Field Trips-Planning, Conducting, Financing
Defines, explains, and lists provisions affecting all proposed field trips to be sponsored by
the School Board.
N. Notice 5790-Field Trips-Planning, Conducting, Financing
Provides information of prohibited activities, guidelines on parental authorization, definition
of itineraries, and field trip forms.
II. COVERAGES
A. FCPS Property
1. Real and Personal
A comprehensive property insurance policy covers the cost of replacing and repairing
buildings and contents lost due to a wide range of perils, including fire, flood, windstorm,
lightning, explosion, riot, and civil commotion. A large deductible per occurrence applies.
This policy also covers vehicles while not in use but while parked on FCPS property.
Each July 1, a complete statement of values for over 200 locations is forwarded to the
insurance carrier, listing the total square footage, building values, and content values per
location.
When large losses occur, Risk Management is responsible for making a claim to the
insurance carrier, investigating to determine the cause of the loss, helping the staff
follow proper documentation procedures, following up with the legal system for restitution
(if arson is determined and the perpetrator is apprehended), and negotiating with the
carrier on a settlement figure.
Because of the large deductible in the property insurance policy, Risk Management has
a budgeted account that helps replace or repair losses at schools and offices when the
total cost of the loss is below the deductible. If a school or office experiences a theft,
vandalism, or break-in loss, Regulation 5780 explains how to report it. Regulation 5720
provides procedures for requesting replacements or repairs for those losses, as well as
others (such as water leakage), and it defines the conditions and limits of coverage.
Most denials of claims for replacement of property losses at schools and offices occur
because procedures in the regulation are not followed. The major points to remember
are:
a. Only losses over $300 per occurrence will be considered for replacement.
b. All property losses must be reported and replacement requested within 30 days.
c. The correct forms to use for theft and vandalism losses are the SD-15 and the
Materials Order form (completed, except for budget code).
d. The correct forms to use for other losses are Attachment C of Regulation 5720
and the Materials Order form (completed, except for budget code).
If an employee borrows supplies, materials, or equipment, the employee shall assume
financial responsibility for the borrowed property. (The appropriate form for this
procedure is Attachment B of Regulation 5720 or as amended.) The employee shall be
73

esponsible for filing a claim against any personal insurance policy (e.g., homeowner's,
automobile).
2. Electronic Data Processing
Electronic data processing equipment is covered by the same policy that insures
FCPS buildings and contents.
3. Boiler and Machinery
School Board-owned or -controlled boilers, vessels, accessories, machinery, and
pertinent electrical apparatus are protected by a comprehensive property damage
and liability insurance policy.
B. Comprehensive General, Vehicle, and Legal Liability
The School Board provides extensive liability coverages for all employees and authorized
volunteers through the Fairfax County School Board Liability Self-Insurance Plan. Risk
Management administers the plan and makes its own liability determinations regarding
claims, pursues subrogation against responsible third parties, decides when to seek legal
advice, and actuarially projects its past, present, and future losses for budgeting purposes.
All inquiries from citizens, parents, and students to schools and offices concerning
reimbursement for medical or property damage expenses shall be referred to Risk
Management.
These types of inquiries may result in liability claims against the School Board and are
investigated as such. After professional claims administrators complete an investigation,
persons making claims are officially notified of the results of the investigation. Employees
should never indicate that FCPS will or will not pay for such expenses.
For advice and information on claims procedures and legal representation, contact Risk
Management.
C. Student
1. Student Accident Insurance
Student medical coverage is not a responsibility assumed by FCPS. However, parents
are provided information at the beginning of the school year explaining several types of
insurance available to students. This insurance provides a low- cost way to obtain
medical, dental, or life coverage and can help fill gaps in family insurance plans or serve
as primary medical insurance if no other family policy exists. It will not duplicate benefits
paid or payable by other insurance. Any claim should be filed with the family's other
insurance company first.
Brochures and claim forms are delivered to all schools during the summer. Information
concerning football insurance is sent to the student activities director at each high and
secondary school before football practice begins.
Parents who purchase the student accident insurance and have reason to file claims are
instructed to obtain claim forms from their local schools. Claim procedures that detail
how the forms are to be completed are in Notice 5740. Schools should keep these
instructions with the forms for quick reference.
2. Field Trip Accident and Illness Insurance
A field trip accident and illness insurance policy covers all students and chaperons
participating in field trips of any length and to any destination, sponsored by and under
supervision of FCPS. This insurance is excess of any other insurance the student or
chaperon may have.
74

3. VSHL Catastrophic Accident Insurance
The Virginia High School League (VHSL) catastrophic accident insurance policy
provides coverage, after a $25,000 deductible, for eligible students who suffer covered
catastrophic injuries as a result of covered activities. The premium, determined by total
student membership in interscholastic activities, is paid annually by Risk Management to
VHSL.
4. Student Life Insurance
Information on term life insurance for students, a purchase option for parents, is
distributed with the student accident insurance brochure at the beginning of the school
year.
5. Student Personal Property Losses
Students are responsible for the personal property that they bring onto school grounds,
to a school-sponsored function such as a field trip, or onto a school bus. Students and
their parents should consider carefully the types and value of the property that students
take to school. This is not intended to discourage the sharing of materials that enhance
the instructional program but to urge consideration of what should appropriately be
brought to school. Teachers may not accept the responsibility for student property on
behalf of the school.
Lockers or group storage at school may be provided to assist students in caring for their
personal property (e.g., textbooks, musical instruments). FCPS, however, does not
assume responsibility for students' personal property and does not insure their property
or otherwise reimburse students for loss of, or damage to, their property.
Should a teacher or other employee take personal property from a student because its
use or possession is illegal, the school or employee shall seek to care for the property
but will have no responsibility for its return or replacement if the property is lost, stolen, or
damaged by fire, vandalism, or any other peril (see Regulation 5725).
D. Employee or Volunteer
1. Fiduciary Liability Insurance
Fiduciary liability insurance protects the school division from loss due to a "breach of
fiduciary duty." A fiduciary is a person occupying a position of trust, usually entrusted
with the funds of another. In FCPS, this includes the Board of Trustees of the ERFC
and its employees.
The policy provides coverage if any of the obligations, responsibilities, or duties of the
fiduciaries are violated by negligent acts, errors, or omissions in administering
retirement funds. It also covers other employee benefit funds.
2. Employee Blanket and Individual Public Official Bonds
The School Board is protected from loss of money or other property due to
embezzlement committed by its employees or volunteers through a blanket faithfulperformance
bond. Individual bonds cover the School Board clerk and agent and each
deputy clerk and agent.
3. Use of Employee's Personal Vehicle on School Board Business
An employee who drives his or her personal vehicle on school business should be
aware of the following facts:
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a. The School Board does not provide physical damage coverage on the personal
vehicle (collision and/or comprehensive).
b. The School Board provides liability coverage on the employee's car, but only after
the limits of the employee's personal liability policy have been exceeded.
c. To cover costs of vehicle operation, including insurance, the School Board does
reimburse some FCPS employees at a per-mile rate for driving their personal
vehicles on School Board business.
4. Volunteer Worker Accident Self-Insurance
FCPS provides medical coverage for volunteers who have been injured while on school
grounds. Volunteers may receive medical payments up to $2,000 per accident after the
limits of the volunteer's personal insurance have been exceeded.
Insurance Fact Sheet for Employees and Volunteers
Fairfax County Public Schools provides extensive liability and other insurance coverages for
all employees and authorized volunteers. This fact sheet provides highlights of these coverages
of most direct interest to employees and volunteers. All insurance policies and plans include
exclusions; those that are considered to be the most significant are listed below.
If you have any questions about this information, please call Risk Management and refer to
Notice 5710. Copies of the complete policies and plans are available to review in that office.
Office of Safety and Security Important Phone Numbers
76
Appendix A
The areas of major responsibility and service for each section of the Office of Safety and Security
are listed below. The list may not be inclusive. All incidents and problems related to safety, security,
environmental health, or potential liability should be referred to the office or appropriate section.
Immediate referral will ensure that appropriate action and services are initiated in a timely manner.
Office of Safety and Security
The following sections are located in the Johnie Forte, Jr. Support Center,
6800 B Industrial Road, Springfield, VA 22151.
Telephone Numbers
Director ............................................................................................... 571-423-2010
Safety… ............................................................................................... 571-423-2010
Security……………………………………………………………………...571-423-2000
Fax Number ........................................................................................ 571-423-2017
Security Fax Number .......................................................................... 571-423-2017
The intranet has a more concise directory and may be accessed at
http://fcpsnet.fcps.k12.va.us/index.shtml.

Animals in the Classroom
77
Appendix B
The care and feeding of live animals and insects in elementary classrooms can provide learning
experiences that are both pleasant and instructive. Children are curious by nature and intrigued by
living things. However, the educational value of a particular animal or species must be weighed
against the potential physical and health hazard created by its presence. There must be concern
not only for the potential of a bite or a sting but also for the species' allergy potential as well.
It is the principal’s responsibility to assure a specific and appropriate educational purpose
while ensuring the effective protection of children when any animals or insects are housed in
a classroom.
When animals or insects are brought into the classroom, teachers should adhere to the following
guidelines:
1. With the principal's approval, teachers should select animals or insects that are
mentioned specifically in the POS or suit their specific instructional needs. The animal or
insect should be practical to maintain in the environment provided in or near the building
with only minimal modification. Consideration must also be given to the care required
during weekends, long holiday breaks, and during emergency closings.
Fur-bearing animals may be allergenic (may easily sensitize an allergic individual and/or
cause allergic symptoms in already sensitized individuals). Teachers must determine
whether any child has an allergy to the type of animal selected. The animal may not be
housed in a classroom where there is a child with such an allergy. Because of the
prevalence of animal-induced allergies among children, it would be more prudent to
house the animal in a common area or similar unoccupied room. At any time, if it is
suspected that a student or a staff member has had an allergic response to an animal,
the animal shall be removed from the classroom or, if necessary, from the building.
2. Any animal kept in the classroom shall be free from any apparent disease and shall be
from a documented domestic source such as a licensed animal distributor or pet shop.
Inoculation is required by law for all large domestic animals (such as dogs or cats) at six
months of age, although the presence of large animals is discouraged. Smaller
mammals, such as mice, guinea pigs, rabbits, hamsters, and gerbils, need not be
inoculated against rabies. Information on the requirements for rabies inoculation can be
obtained from the Fairfax County Animal Control office at 703-830-3680.
Assume that even healthy animals harbor disease causing organisms, teachers must
emphasize the importance of proper hand washing immediately after handling any
animal. Rodents including hamsters and mice have recently been implicated in the
transmission of multidrug-resistant Salmonella Typhimurium. All rodents must be
isolated for 30 days prior to allowing contact with students. Always emphasize the
importance of proper handwashing immediately after the handling of any animal. The
use of latex or vinyl gloves will provide an additional barrier to the transmission of
disease, particularly when cleaning the cage or housing.
Handling of the animals should be limited to that which is necessary, such as teachersupervised
instructional activities, feeding and watering, and cleaning the housing.
Unless the animal or insect is part of a specific activity, it should remain in its cage or
housing. Animals or insects should not be allowed to roam in the classroom.

When preparing for the introduction of live animals or insects into the classroom, the
following prohibitions and rules shall be observed:
a. Wild, exotic, or vicious animals as defined in Chapter 41, the Code of the
County of Fairfax, shall be prohibited.
b. Bats shall not be kept, as they are known carriers of the rabies virus.
c. Parrots, parakeets, and other psittacoses birds may be carriers of human
respiratory diseases and are prohibited from being kept in schools, unless
they have been tested and certified as psittacosis-free or if their complete life
histories are known to have precluded exposure to the infectious organism.
Consult the Fairfax County Health Department at 703-246-2444 for additional
information.
d. Red-eared turtles, also known as painted turtles, are known carriers of
salmonella, an infectious organism, and shall not be kept in a classroom
unless written documentation is provided by the supplier that the turtle is
salmonella-free. It is also well known that many other reptiles harbor this
bacteria. Therefore, reptiles and amphibians must be handled cautiously.
e. Raccoons, ferrets, and skunks are not suitable for school use because they
may inflict severe bites. Also see 3.a. above.
f. Poisonous animals and insects are prohibited.
g. Wild animals shall not be brought into the classroom unless they are under
the direct supervision of a trained representative of a conservation agency or
public zoo. Prior permission is required from the building principal.
h. Insects that sting or bite shall not be intentionally brought into the classroom.
The venom of some insects is known to cause a sensitivity reaction among
some people. This allergy reaction may include anaphylaxis, a lifethreatening
condition.
i. Plans must be made for food, housing, and general comfort before an animal
is brought into the classroom.
j. The animal housing must be kept in clean, sanitary condition, free of odor.
Waste should be disposed of in a tied plastic bag.
k. All animal bites, stings, or scratches should be reported immediately to the
principal, and a local health authority should be consulted. Call the Fairfax
County Health Department at 703-246-2444 or Animal Control at 703-830-
1100 for advice. Inform the parent or guardian of the injury.
78

Haunted Houses
79
Appendix C
The Fire Marshal's office (Fairfax County Fire and Rescue Department, Fire Prevention Division)
has issued guidelines for construction and use of haunted houses and related Halloween parties
that are open to the public (see Fire Safety Manual). Schools must submit written copies of their
plans to the inspections section (fax 703-691-0209) for review and approval.
An inspection by the Fire Marshal is required before opening the haunted house to the public, even
if the PTA is sponsoring the event. To request an inspection, contact the inspections section at
703-246-4849 at least 48 hours in advance of the opening.
The following list of fire safety requirements can be used to provide a fire-safe environment for all
occupants:
BUILDING REQUIREMENTS
1. All areas used shall be constructed of noncombustible materials. Wood shall be
pressure-treated, fire retardant, and used only in a nonstructural application.
2. Only latex or water-based paint shall be permitted.
3. Handrails shall be required on stairs having three or more risers (steps).
4. Emergency white lights and exit lights shall be provided.
5. Aisle spaces shall be at least 36 inches wide.
6. No dead ends over 20 feet long shall be permitted.
7. "No Smoking" signs shall be posted at the front entrance.
8. Exit discharges shall be illuminated.
9. Exit doors, aisles, corridors, passageways, etc., shall not be blocked or obstructed in any
manner.
DECORATIONS
1. All decorations shall be flame resistant (foam plastics not permitted).
2. Straw, dry vines, leaves, trees, artificial flowers, corn silk, corn stalks, or vegetables shall
not be permitted, unless such material has been treated with an approved flame
retardant chemical.
3. All ropes, wires, pull chains, and cables shall be at least eight feet from the floor.
4. No open fires or candles are permitted.
5. No kerosene heaters or lanterns are permitted.

GENERAL
1. All groups shall be escorted by an attendant and limited to ten persons. Attendants shall
be positioned at the entrance and exit.
2. All attendants shall have operational flashlights.
3. A means shall be provided and shall be constantly attended to illuminate the entire
interior of the building in the event of a fire or other emergency.
4. A method shall be available to notify public safety agencies by telephoning 911 in case
of an emergency.
RECOMMENDATIONS TO PARENTS FOR A SAFE HALLOWEEN
Principals and teachers may wish to share the National Safety Council's tips for parents.
1. Accompany your children.
Parents, older brothers and sisters, or designated parents in a neighborhood should
accompany all preschool and elementary school-aged trick-or-treaters. (Older children
should not trick or treat.)
2. Travel in groups.
A group of children and parents promote safety and make the outing more festive. Carry
a flashlight and insist that the children walk, not run.
3. Use the sidewalk.
If there is no sidewalk, then walk on the left side of the street facing traffic. Cross only at
crosswalks or corners.
4. Avoid parked cars.
Never allow children to walk between parked cars.
5. Map out ahead of time.
Agree when to head for home (neighbors have a better attitude toward trick-or-treating if
their doorbells are not rung after 9 p.m.).
6. Eliminate the tricks. Teach your children that Halloween vandalism is unlawful.
7. Inspect treats before you eat.
Teach your children that a loose wrapper or a broken seal may indicate that someone
tampered with or contaminated the treat. Throw out any suspicious treats. Wash fruits
and slice them into bite-size pieces to make sure they contain nothing inedible. Call the
police if you suspect a treat is dangerous.
8. Stay in your neighborhood.
Trick or treat only at the homes of people you and your friends know. Knock only on
doors where a light, and perhaps Halloween decorations, indicate trick-or-treaters are
welcome.
9. Feed children supper or snacks before going out. Make it easy for them to wait until
getting home before eating the goodies.
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10. Prepare costumes carefully.
If possible, use fire-resistant material. Be sure costumes are large enough for a sweater
or coat underneath, if needed-but not so large or long that children might trip. Choose
light colors and use reflective tape as trimming so that children are easily visible to
motorists. Use Velcro fasteners for capes and neckwear to avoid ties around the neck.
Shoes should be comfortable and appropriate for children; high heels, for example, can
lead to falls and sprained ankles. Sharp objects should not be part of a costume;
instead, knives and swords can be made of flexible cardboard or soft plastic. Never
allow a child to carry a real weapon.
11. Make masks safe.
Masks must have eye, ear, and nose openings large enough to ensure good vision,
hearing, and ventilation. Wigs, beards, and headgear also should not impair hearing or
sight. If possible, avoid masks and paint faces instead. Make sure makeup or face paint
is labeled "Made with U.S. Approved Color Additives," "Laboratory Tested," "Meets
Federal Standards for Cosmetics," or "Nontoxic." Teach your children to follow
manufacturers' instructions for applying and removing makeup.
If you disapprove of trick-or-treating, or live in an area where it is unsafe, infeasible, or
unsanctioned, check with school or community resources for alternative activities.
81

Poisonous Plants
82
Appendix D
Below is a list of some of the more common poisonous cultivated plants. Those marked with an
asterisk (*) can be fatal if taken in quantities a young child might eat. There is no assurance others
listed cannot be fatal or that this list contains all poisonous plants.
Plant Poisonous Part Plant Poisonous
Azalea Seed Lily of the Valley* All parts
Bittersweet* Berry Lupines Seeds
Bluebonnets* Seed Milkweed Sprouts
(some species)
All parts
Buckeye
(horse chestnut)
Nut Mock Orange* Fruit
Burning Bush* Leaves Monkshood* Root
Caster * All Parts Mountain Laurel* All parts
Cowbane*
(Ox polis plant)
Root Narcissus* Bulb
Cyclamen Tuber Nightshade* Berries
Daphne* (Mezeraum Berries Oleander* Leaves
Death Camas* All Parts Peach Tree*
(when steamed as tea)
Leaves
Dieffenbachia Leaves Pimpernel* All parts
Delphinium Leaves Pinks Seeds
Dumb Cane* All parts Poinsettia Leaves
Eggplant Leaves Poison Hemlock* All parts
Elephant Ear* All parts Pokeweed Berries
Fall Crocus Bulbs Potato* Seeds, Sprouts
Four O‟clock Rood, seed Red Elderberry Scarlet berry
Foxglove* Leaves Rhododendron* All parts
Green Pepper Leaves Scotch Broom* Seed
Holly Red Berries Skimmia
(SkimmiaJamonica thumb)
All Parts
Iris* Underground Stem Spanish Bayonet* Root
Ivy* Leaves Spider Lily Bulb
Jequirity Beans (found Beans (black or red Sweet Peas Seed, stem
on souvenir dolls and
necklaces)
or both)
Jerusalem Cherry Fruit or yellow cherry Tomato Leaves
Jimson Weed All parts Tulip* Bulb
Laburnum Seeds, pods Water Hemlock* Roots
Yellow Jessamine* Nectar, Blossom
Zinnia Leaves
Pimpernel * All parts
Pinks Seeds

Prevention of Heat-Related Illness
83
Appendix E
Physical education teachers, coaches, and playground monitors should be aware of the conditions
that may cause heat-related illnesses, learn to recognize their signs and symptoms, and be
prepared to take preventive action.
The combination of high air temperature, high humidity, and physical exertion can be deadly for
anyone at work or at play. The higher the humidity, the more dangerous the air temperature
becomes as the humidity reduces the cooling effect of perspiration evaporating from the skin.
Strenuous exercise compounds this effect as the loss of body fluids creates an imbalance of
electrolytes, adversely affecting blood pressure and muscle activity.
There are four types of heat-related illnesses:
Treatment:
Heat syncope: Fainting or near fainting following dizziness, usually while running or a
sudden change in position. Caused by a drop in blood pressure as the brain is deprived
of oxygenated blood.
Heat cramps: Tightening or spasm of active muscles, without loss of consciousness.
Caused by an electrolyte imbalance.
Heat exhaustion: Dizziness, fatigue, nausea, and vomiting may be
accompanied by irrational behavior or belligerence and some muscle cramping.
Loss of consciousness may occur.
Heat stroke (sun stroke): Acute medical emergency. CNS dysfunction
characterized by disorientation, irrational behavior, decreased mental acuity, irritability,
emotional instability, confusion, hysteria or apathy with body core temperature 104°F or
greater. Symptoms may rapidly progress without immediate treatment to convulsions,
coma, and possible death.
For all heat related illnesses, cease activity, move victim to a cooler, shaded area, loosen or remove
clothing, cool body by applying cold wet towels and/or ices, monitor closely. Heat syncope, heat
cramps and heat exhaustion should resolve immediately with proper treatment. Activate the
emergency medical system (EMS); dial 911, if symptoms do not resolve quickly.
For Heat stroke, identified by severe CNS dysfunction, and slow or no resolution of symptoms with
treatment, activation of the EMS, dial 911, is critical.
Prevention:
Follow guidelines for restricting activities based on the heat stress index. (See the chart
on the next page.) Temperature and relative humidity can be determined by using a
sling psychomotor or can be obtained by listening to weather broadcasts.
Athletes should exercise preconditioning, heat acclimatization, and water replacement
regimens.
Wear lightweight, light-colored, loose clothing.
Provide cold water in readily accessible sanitary dispensers. Service in disposable
paper cups is preferred.

Learn to recognize those children who may be predisposed to heat illness-victims of
chronic disease, obesity, etc.-and watch them closely.
Heat Guidelines for Outside Activity
Read the current temperature at the left and current humidity at the top, and then follow
down the chart to find the heat index. For example, with a temperature of 96 degrees
Fahrenheit and a relative humidity of 60 percent, the intersection of the two values on the
chart will give a humiditure or heat index of 120.
Humiture or Apparent Temperature Chart (after R.G. Steadman, 1979)
Heat categories listed below describe levels of heat exposure and the effect on students
participating in outside activities.
Class Temp Level Description
IV 80-90 Caution
Fatigue possible with prolonged exposure and physical
activity.
III 90-105
Extreme
Caution
Sunstroke, heat cramps, and heat exhaustion possible with
prolonged exposure and/or physical activity.
II 105-130 Danger
Sunstroke, heat cramps, or heat exposure likely; heatstroke
possible with prolonged exposure and physical activity.
I
Above
130
Extreme
Danger
Heatstroke or sunstroke imminent.
A fact sheet containing detailed guidelines is available on the Intranet under Facilities and
Transportation Services, Office of Safety and Security, Fact Sheets.
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Environmental Health Complaint Investigation Procedures*
85
Appendix F
I. Recognition of Problem or Concern
Original contact or complaint may be made by an administrator, a parent, a student, or a staff
member. The contact may be written or oral and may be made in the form of a complaint, a
simple concern, a report, an inquiry, a request for assistance, or a request for reassurance. The
fact that a contact has been made does not confirm that a problem actually exists.
A. Notification of problem is received by a staff member. The original report or concern may be
received by anyone in FCPS or an outside agency (e.g., health department) who refers the
report to Office of Safety and Security (OSS).
B. The report is referred to the environmental health specialist or environmental health
coordinator who does the following:
1. Refers report to appropriate agency or office when problem is determined to be outside
the responsibility of OSS.
2. Contacts original complainant for additional information, if needed.
3. Evaluates the seriousness of the report.
a. Nature of symptoms.
b. Nature of hazard and consequences of continued exposure.
c. Number of persons involved.
d. Location of problem.
e. Person making the report.
4. Reviews location file to determine the historical experience with reported problem at the
affected location.
5. Establishes priority of investigation.
6. Schedules or plans site visit(s).
7. Notifies person responsible for the operation of the affected location.
8. Advises other officials who may become involved.
Safety and Health Section of OSS is responsible for the following actions in sections II. - V.:
II. Evaluation or Assessment of Problem
A. Conducts preliminary survey (walk-through evaluation).
1. Documents the existing environmental conditions.
2. Verifies the existence of a problem and whether corrective action may be required. It
may be determined that no problem exists and no further action is required or that, if a
problem is obvious then no further evaluation is needed.
3. Forms a hypothesis.
4. Assesses the extent of investigation required.
5. Determines instrumentation and equipment needs.
B. Plans the methods for detailed evaluation.
C. Schedules survey and coordinates with other involved officials.
D. Sets up instruments and/or takes measurements and collects and analyzes data.
E. Identifies causative agent or environmental factor and determines source of agent.
F. Consults with outside experts or researches literature.
G. Draws conclusions.
*Actual sequence will vary with circumstances. Steps may be skipped when unnecessary or
inappropriate.
H. Informs person responsible for the operation of the results of the evaluation.
I. Advises the original complainant of conclusions or results.

III. Implementation of Controls or Corrective Action
A. Determines required corrective action and identifies person, section, office, or agency
responsible for taking action.
B. Notifies responsible party of recommended action by telephone, memo, or letter and
persuades party that corrective action is required.
C. Negotiates alternative methods for correction, if necessary.
D. Coordinates corrective activity when more than one party is involved.
E. Monitors the progress of the corrective activity and verifies that the work has been
completed according to the original recommendation.
F. Reevaluates the environment to ensure resolution of the problem.
G. Restructures evaluation according to preceding procedures when efforts fail to solve the
problem.
H. Notifies the original complainant of the resolution.
IV. Conclusion of Investigation
A. Prepares summary report.
B. Notifies all involved persons of completed activity and successful resolution.
C. Expresses gratitude to parties for corrective actions.
V. Assessment of Methods for Prevention
A. Determines the likelihood of recurrence at the affected location or elsewhere.
B. Suggests modification of activity, process, materials, or environmental design or structure
that would prevent a recurrence.
C. Notifies appropriate individuals to implement modification.
D. Develops and implements a monitoring method for a possible recurrence.
86

Portable Athletic Goals Anchoring, Securing, and Storage Guidelines
87
Appendix G
A properly anchored or secured movable soccer goal is much less likely to tip over. Remember to
secure the goal to the ground (preferably at the rear of the goal), making sure the anchors are flush
with the ground and clearly visible.
It is IMPERATIVE that ALL movable soccer goals are always anchored properly (see Figure 2).
There are several different ways to secure your soccer goal. The number and type of anchors to be
used will depend on a number of factors, such as soil type, soil moisture content, and total goal
weight.
Auger style anchor
This style anchor is “helical” shaped and is screwed into the ground. A flange is positioned over
the ground shoes (bar) and rear ground shoe (bar) to secure them to the ground. A minimum of
two auger-style anchors (one on each side of the goal) are recommended. More may be
required, depending on the manufacturer‟s specifications, the weight of the goal, and soil
conditions.
Peg or Stake style anchor (varying lengths)
Typically two to four pegs or stakes are used per goal (more for heavier goals). The normal
length of a peg or stake is approximately 10 inches. Care should be taken when installing pegs
or stakes. Pegs or stakes should be driven into the ground with a sledge-hammer as far as
possible and at an angle if possible, through available holes in the ground shoes (bar) and rear
ground shoe (bar) to secure them to the ground. If the peg or stake is not flush with the ground,
it should be clearly visible to persons playing near the soccer goal. Stakes with larger diameters
or textured surfaces have greater holding capacity

Portable Athletic Goals Anchoring, Securing, and Storage Guidelines
At locations where all movable goals should be securely stored to prevent a tip-over hazard. Goals
can be chained to each other (figure below) or chained to other objects (fences or other structures)
(photo below) as allowed by the local program manger.
Soccer Goals Chained Together
Soccer Goals Chained to Fences
88

89
Appendix H
POLICY FOR DISPLAYS AND DECORATIVE MATERIALS IN
SCHOOLS
The statewide Fire Prevention Code defines Decorative Materials as: All materials, such as
curtains, draperies, fabrics and surface coverings applied over the building for decorative,
acoustical or other affect; additionally cloth, cotton, hay, straw, vines, leaves, trees and similar
items utilized for decorative effect, including foam plastics and materials containing plastics.
Section SFPC 803.3 of the Statewide Fire Prevention Code states that ALL decorative materials
shall either be non-combustible or flame resistant.
The office of the Fire Marshal recognizes the importance of displaying children’s artwork and
other educational materials within the schools. Therefore, this policy shall be strictly adhered to
regarding the display of any materials.
ALL AREAS
1. No materials may be suspended from any ceiling.
2. No materials may be suspended from any light fixture or any component of the fire
protection system (sprinkler heads, smoke or heat detectors, horn or strobe
lights).
3. No material may be displayed in a manner that obstructs required signage, exit or
emergency lighting.
HALLS
4. No three-dimensional materials may be displayed in halls. All materials must be
flat to the wall.
5. No combustible material may be attached to a door or frame or in an exit stairwell.
6. All combustible material shall be at least 3 feet away from any door frame or entry
way.
7. All combustible material shall be at least 3 feet above the floor.
8. No combustible material may be placed higher than the top of adjacent doorframes
or more than 7 feet from above the floor.
9. Displays shall not exceed 25 feet in length.
10. A 10-foot separation shall be required between 25-foot long displays.
ROOMS
11. No combustible material may be attached to the front or back of an entry door.
The only exception is the Crisis Management & Security Plan that will be mounted
on the back of the door in every single classroom.
12. No combustible material may be displayed or mounted within 24 inches of the
ceiling.
If you need additional information, please call the FCPS Office of Safety and Security at 571-
423-2010. Refer also to the video “Fire Safety in the Classroom”. This eleven-minute
program will explain the FCPS & Fire Marshal’s requirements regarding decorative
materials.

Display Of Combustibles In Halls Guideline
A. No combustible material on either side of doors With the exception of the
Crisis Management Security Plan Classroom Guide for Teachers which may be
displayed on the interior of the classroom door.
B. Three (3) foot minimum.
C. Three (3)foot minimum.
D. No higher than adjacent door frames.
E. Seven (7) foot maximum.
F. Twenty-five (25) foot maximum.
G. Ten (10) foot minimum separation.
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91
Appendix I
POLICY FOR LOBBY AND CORRIDOR FURNITURE IN SCHOOLS
The County of Fairfax amended the Virginia Statewide Fire Prevention Code with the addition
of the following new section (blue text). The Commentary Notes below the code section are
provided as a means of understanding and implementing the requirements of Section
803.3.3.
803.3.3 Furniture, furnishings and displays. Furniture, furnishings, displays or other
objects shall be prohibited in exit corridors serving Group E occupancies.
Exception: Furniture, furnishings, displays and other objects shall be permitted in exit
corridors when secured in place and not located in any portion of the required 72 inch
exit corridor width or other required element of the means of egress. Upholstered
furniture shall meet the requirements for Class 1 when tested in accordance with NFPA
260.
COMMENTARY NOTES:
1. Lobby furniture that obstructs the direct egress path to an exit, or reduces the corridor
width to less than 72 inches shall be removed.
2. Lobby furniture that does not obstruct the direct egress path to exit doors, and does
not reduce the required 72 inch corridor width shall be secured in place.
3. Emergency equipment, including fire alarm pull stations, fire extinguishers, and
automated external defibrillators (AED) shall have a minimum of a 36” wide access
path free of all objects.
4. Small free-standing directional signs, information racks, and plants are not required
to be secured in place.
5. Side chairs that are placed at tables in lobbies shall not be required to be secured in
place.
6. Large and/or heavy items that cannot be moved by a student do not need to be
secured.
7. Egress paths through “wet-and-dirty” instructional spaces that lead to a single 36”
wide exit door shall be maintained at a minimum width of 44 inches.
8. Egress paths through wall-less open space instructional areas (“pods”) shall be
maintained at a minimum of 72 inches in width.
9. Student desks used for individual tutoring shall be permitted to be placed in corridors
as long as the required 72 inch corridor width is maintained. These desks shall not
be required to be secured in place.
If you need additional information, please call the FCPS Office of Safety and Security at 571-
423-2010

Appendix J
Gasoline and Diesel Fuel Storage for Grounds Maintenance
Equipment
Background
The storage and use of flammable and combustible liquids is regulated by the Virginia Statewide
Fire Prevention Code and the Virginia Occupational Safety and Health Agency. The
requirements set forth by both groups are essentially identical.
Gasoline and gas/oil mixtures are flammable liquids and diesel fuel is a combustible liquid.
Typical quantities for both gasoline and diesel require special handling and annual permits from
the Fire Prevention Division.
Gasoline and diesel fuels are stored either in detached lawn equipment sheds and/or in rooms of
the school building that have an access door that leads directly outside and does not have a door
that leads into the building. Most often, these rooms are the old “can washing” rooms adjacent to
the school’s kitchen, and open out to the loading dock.
Storage Requirements
Gasoline must be stored in OSHA-approved metal safety cans that are equipped with selfclosing
spring loaded caps with anti-flashback devices. An approved can will have the
"FM" (Factory Mutual) or "UL" (Underwriters Laboratories) mark.
The capacity of the safety can not exceed 5 gallons.
Gasoline/oil mixture fuels for two-stroke engines must be stored in an
approved safety can (as described above).
No more than 10 gallons of gasoline and gas/oil mixtures (flammable
liquids) can be stored outside of an approved (OSHA) storage cabinet,
except in approved safety cans.
No more than 25 gallons of gasoline and gas/oil mixtures (flammable liquids) can be
stored in safety cans outside of an approved storage cabinet.
No more than 60 gallons of diesel fuel (combustible liquids) can be stored outside of an
approved storage cabinet.
Gasoline contained inside the fuel tank of a lawn mower/tractor, weed trimmer, and/or
leaf blower does not count towards the overall allowable storage quantity.
Approved Safety Cans
Gasoline and gasoline/oil mixture fuels must be stored in approved safety
cans and cannot be stored in non-approved plastic containers. Plastic
gasoline containers are for HOME USE ONLY. Approved Safety cans are
available for purchase through the FCPS Custodial Supply Catalog:
FCIN: 3411004004, SAFETY CAN, 2 GAL, FOR FLAMMABLES
FCIN: 3411004001, SAFETY CAN, 5 GAL, FOR FLAMMABLES
Approved Flammable Cabinets
Approved Flammable cabinets (like those found in science storage areas) can be used in
attached and detached storage rooms to store no more than 60 gallons of gasoline and gas/oil
mixture fuels in approved safety cans.
92

Hazardous Material Signs (placards)
Hazardous Material Signs (NFPA 704 Placards) are required for all gasoline storage areas.
These placards are available from the Office of Safety and Security (OSS) as a plastic sign
mountable to a wooden/metal door or as a vinyl sticker that can be directly applied to a metal
door. Please contact OSS at 571-423-2010 for placards.
Fuel Dispensing Best Practices
Avoid dispensing any fuels into gas/diesel powered equipment inside attached storage
rooms or detached sheds.
Avoid refilling fuel cans inside attached storage rooms or detached sheds.
Dispensing fuels outside these rooms allows maximum ventilation for this process and
should minimize any fuel odors from being entrained back into the school building.
Avoid refueling gas/diesel powered equipment while engines are hot. Allow engines
to cool down prior to refueling to avoid a possible auto-ignition fire hazard.
If you need any other assistance, call the OSS Safety Section at 571-423-2010.
93

Appendix K
Laboratory Emergency Preparedness
Laboratories that utilize chemicals in their curriculum or gas jet burners must have the
following required safety equipment: Eye wash station, emergency shower, fire
blanket and fire extinguisher. These devices require periodic testing or maintenance
as follows:
Eye wash stations need to be tested by staff
for effectiveness on a monthly basis and just
prior to any laboratory session utilizing
chemicals. Eye wash stations must not be
turned off at the valve located under the unit
during a laboratory session. The station must
be readily accessible and must not be blocked
with stored items.
Emergency showers need to be tested by staff
on a bi-annual basis for effectiveness. Care
must be used as a floor drain may not be
located under the shower.
At least one fire blanket needs to be located
within any laboratory utilizing open flame [e.g.
gas jet burners, welding, cutting, brazing].
Staff should verify that the blanket is in place
bi-annually and just prior to conducting any
laboratory utilizing this type of equipment.
Gas cut off valve doors must be locked when
gas is not in use.
During any laboratory session using gas, the
door shall remain unlocked to allow immediate
emergency access.
94

CORRECTIVE ACTION
At least one type ABC rated fire extinguisher
must be in every laboratory. Fire extinguishers
need to be readily accessible and must not be
blocked by stored items. Fire extinguishers are
to be inspected [by school staff] monthly. This
inspection must be recorded on the yellow tag
attached to the fire extinguisher mounting
board.
Chemical storage rooms must remain locked to
prevent unauthorized entry. Chemical storage
rooms must have all entrance doors properly
labeled identifying the room as „Chemical
Storage‟. The location of the Material Safety
Data Sheets [MSDS] shall be indicated on the
chemical storage sign. „Chemical Storage‟
stickers are available from the office of Safety
and Security.
Fume cupboards need to be tested for
effectiveness bi-annually and just before actual
usage of the cupboard. Test the cupboard
using a velometer with the door open at the
one foot mark. Verify the presence of at least
90 feet per minute of exhaust ventilation.
For malfunctioning eye wash stations, emergency showers, fume cupboards or fire
extinguisher maintenance consult with your school‟s operating engineer or submit a
maintenance work order to Facilities Management.
For laboratories in need of fire extinguishers or fire blankets contact the Office of
Safety and Security at 571-423-2010.
95